ROTARY

CODE OF POLICIES
June 2020

(Containing Board Decisions Through April 2020)

Table of Contents Page i
Rotary Code of Policies

ROTARY CODE OF POLICIES

Table of Contents

Preface ii
Outline of Code CO-1
Code of Policies
Chapter I General Provisions 1
Chapter II Clubs 5
Chapter III Districts 55
Chapter IV Administration 108
Chapter V Programs 267
Chapter VI Communications 324
Chapter VII Meetings 352
Chapter VIII Finances 403
Index Index-1
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Rotary Code of Policies

PREFACE

Rotary Code of Policies

HISTORY AND PURPOSE

This volume constitutes the first known codification of the general and permanent policies of
Rotary International. The decisions of the RI Board, the RI Conventions, and the RI Councils on
Legislation in establishing such policies have been collected and compiled since 1910, but without
any systematic arrangement. Thousands of decisions were reviewed in preparing this Code, and
many were found to be duplicative or outdated. However, several hundred were found to still be
in effect, and they are set forth in the Code.

The purpose of the Code is to place all general and permanent policies of the RI Board, the RI
Conventions, and the RI Councils on Legislation, which are currently in effect, into an integrated
and comprehensive volume with the topics arranged in logical order and with consistent language.
The existence of such a code will make it easier for members of the Board, and those charged with
the responsibility to administer the policies, to be familiar with all general and permanent policies
currently in force, regardless of the dates of their adoption. This inaugural Code of Policies is
expected to provide an important source of information for Rotary leaders.

INITIAL STEP

This first version of the Code is limited to a compilation of general and permanent policies
currently in effect. It is recognized that some areas still need the development of policies and that
some of the policies shown in the Code need restatement. Therefore, it is contemplated that the
various chapters will be revised and supplemented, as time permits, in order to perfect and refine
the Code as a comprehensive document. It is hoped that at least one of chapters can be revised
and supplemented each year for the next several years until the Code is improved to the point of
optimum usefulness. The goal is to make the Code a practical and helpful document, which will
serve as a model for Rotary clubs and districts.
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ARRANGEMENT

Each chapter in the Code is intended to represent a separate subject, and each article is intended to
represent a separate topic, as indicated by the titles. The chapters are numbered consecutively and
are arranged in logical order for easy reference. A listing of the articles within the chapters is
shown at the beginning of each chapter, and a listing of the sections within the articles is shown at
the beginning of each article. If new articles become necessary between the issuance of revised
editions of the Code, then such articles may be inserted in the appropriate location with an "A"
following the number of the new article. For example, "Article 2A" may be added between Article
2 and Article 3. Space also has been left at the end of each chapter for additional articles as needed.
For example, Chapter II ends with Article 12 and Chapter III begins with Article 16.

NUMBERING

The Code utilizes the numbering system used in the RI Bylaws, and the sections are numbered
progressively with Arabic numerals. A progressive rather than consecutive system is used in order
to provide space for the insertion of additional sections within the articles to accommodate new
policies in the future. Generally, the sections are numbered progressively by tens. For example,
in Article 5 the first three sections are numbered 5.010, 5.020, and 5.030. New sections, as
necessary, may be inserted between existing sections without changing any of the current numbers.
For example, a new section between 5.010 and 5.020 could be 5.015 or any other number between
5.010 and 5.020, which illustrates the flexibility in the general numbering system.

Each section number also carries the number of the article in which it is found. The article number
and the section number are separated by a decimal point. When it is recognized that the number
to the left of the decimal point is the article number, and the number to the right of the decimal
point is the section number within that article, the system is easily comprehended and utilized. For
example, Section 7.050 means Section 50 in Article 7.

ANNOTATIONS

Annotations for development of the various sections of the Code are shown at the end of the
sections. Initially, all of the sections will show an adoption date of June, 1998, which will be noted
as “June 1998 Mtg., Bd. Dec. 348.” As the policies are amended, the sections will show
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the dates and decision numbers of the applicable amendments. For example, if a section is
amended by Board Decision 123 on October 30, 2001, the following notation will appear at the
end of the amended section: “Oct. 2001 Mtg., Bd. Dec. 123.”

The “Source” notes at the end of the sections also show the historical development of the policies
prior to adoption of the Code. “Cross reference” notes also are shown at the end of some of the
sections to refer the reader to other sections of the Code for related topics. “Exhibit” notes also
appear at the end of some sections to call attention to related documents in the exhibits portion of
the Code.

INDEX

An index for the Code follows the last chapter. Index entries are arranged in alphabetical sequence
and have been made as concise as possible to enable rapid scanning of the index.

AMENDMENTS AND NEW POLICIES

The RI Board will adopt new policies and amend existing policies in its regular course of business.
In the case of amendments, the sections of the Code being amended will be referenced in the
actions of the Board. In the case of new policies, the placement of the new policies in the Code
will be referenced in the actions of the Board.

ANNUAL SUPPLEMENTS

Annual supplements will be prepared and distributed to show the changes in the Code through the
close of the last fiscal year. The supplements will be cumulative for the period of time from the
adoption of the Code, or its latest edition, to the end of the applicable fiscal year. Making the
annual supplements cumulative in nature means that each copy of the Code will need to contain
only the latest supplement in order to be current. The annual supplements may be organized for
placement either as one insertion at the front or back of the Code or as separate insertions at the
end of the various articles of the Code.
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Rotary Code of Policies

REVISED EDITIONS

The Code will need to be revised periodically in order to incorporate the amendments and additions
into the body of the Code itself rather than relying upon the cumulative annual supplements for a
period of many years. It is expected that the Code will be revised after each meeting of the Council
on Legislation.

ACKNOWLEDGMENTS

The Code has been prepared by members of the RI staff and the Codification Committee over a
period of two years without the expense of consultants or contractors, except for some initial work
by an outside company in the late 1980’s when the Code was first proposed.
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CHAPTER I GENERAL PROVISIONS

Article 1. The Code 1
1.010. Purpose
1.020. Citation
1.030. Rules of Construction
1.040. Definitions
1.050. Relationship to the Constitutional Documents
1.060. Severability
1.070. Repeal of Policies
1.080. Implementation of Policies
1.090. Amendments
1.100. Annual Supplements
1.110. Revised Editions
1.120. Authentication
CHAPTER II CLUBS
Article 2. Club Membership and Administration 5
2.010. Membership of Clubs in RI
2.020. Club Leadership Plan
2.030. Association of Clubs Outside RI
2.040. Clubs Chartered Prior to 6 June 1922
2.050. Recommended Club Bylaws
2.060. Incorporation of Clubs
2.070. Incorporation of Club Activity
2.080. Club Compliance With National Law
2.090. Clubs and Politics
2.100. Club and District Events Involving Weapons
2.110. Legal and Insurance Implications of Events Involving Weapons
2.120. Youth Protection
2.130. Pilot Projects
Article 3. Club Name, Locality, and Adjustment to Locality 16
3.010. Club Name
3.020. Locality (Geographical Boundaries) of a Club
Article 4. General Membership Guidelines and Classifications 17
4.010. Diversified Membership
4.020. Personal Nature of Club Membership
4.030. General Classification and Membership Principles
4.040. Membership of Rotary Alumni in Rotary Clubs
4.050. Membership Cards
4.060. Dual Membership
Article 5. Membership Growth and New Members 19
5.010. Membership Growth and Development
5.020. New Members
5.030. Grow Rotary Membership Operational Plan
Article 6. Former Rotarians and Family of Current Rotarians 22
6.010. Former Rotarians
6.020. Involvement of Partners and Other Family Members of Rotarians
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Article 7. Club Meetings and Attendance 23

7.010. Club Meeting Location
7.020. Programs for Club Meetings
7.030. Speakers for Club Meetings
7.040. Club Assembly
7.050. Reporting Club Attendance
7.060. Visitors and Guests
7.070. Joint Meetings with Other Service Clubs
Article 8. Club Programs 26
8.010. Club Autonomy of Activities
8.020. Special Observances
8.030. Basic Principles of Vocational Service
8.040. Basic Principles of Community Service
8.050. Club-Level Training
Article 9. Club Finances and Public Relations 34
9.010. Club Finances
9.020. Clubs in Arrears to RI
9.030. Status of Suspended Clubs
9.040. Participation of Clubs in Fundraising Activities
9.050. Club Public Relations
Article 10. Club Officers 40
10.010. Club Officers
10.020. Qualifications of the Club President
10.030. Duties of Club President
10.040. Duties of Club President-elect
10.050. Duties of Club Secretary
10.060. Club Officer Disputes
Article 11. Club Relationships With Rotarians and Others 43
11.010. Circularization
Article 12. Rotaract Clubs 46
12.010. Membership in a Rotaract Club
12.020. Sponsorship
12.030. Rotaract Club Base
12.040. Standard Rotaract Club Constitution and Recommended Rotaract Club Bylaws
12.050. Rotaract Club Suspension and Termination
12.060. Rotaract Marks
12.070. Rotaract Club Finances
12.080. Rotaract District Meetings and Activities
12.090. Rotaract Multidistrict Information Organizations
12.100. Rotaract Multidistrict Meetings and Activities
12.110. Rotaract Leadership Training
CHAPTER III DISTRICTS
Article 17. Rotary Districts 55
17.010. Rotary Districts, General
17.020. Incorporation of Districts
17.030. District Leadership Plan
17.040. District-Level Elections
17.050. District Records
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Article 18. New Club Development and Extension of Rotary 78

18.010. New Club Development
18.020. New Clubs
18.030. Non-Districted Rotary Clubs
18.040. Extension to Non-Rotary Countries and Geographical Areas
Article 19. District Officers 82
19.010. Governor’s Specific Duties and Responsibilities
19.020. Responsibilities of the Governor-nominee
19.030. Governor-nominee Selection
19.040. Training and Preparation
19.050. Vacancies in the Office of Governor or Governor-elect: Training
19.060. Past Governors
19.070. Relationship Between District Governors and Regional Leaders
Article 20. District Meetings 93
20.005. Location of District Meetings
20.010. District Conference Overview
20.020. District Conference Program
20.030. President’s Representative at Conference
20.040. Joint District Conferences
20.050. Protocol at District Meetings
20.060. District Training Assemblies
20.070. Presidents-Elect Training Seminars (PETS)
20.080. District Team Training Seminar
20.090. District Vibrant Club Workshop
Article 21. Multidistrict Activities 103
21.010. Guidelines for Multidistrict Activities, Projects and Organizations
21.020. Intercountry Committees
CHAPTER IV ADMINISTRATION
Article 26. Rotary International 108
26.010. Rotary International Strategic Plan
26.020. Rotary and Politics
26.030. Rotary and Religion
26.040. Rotary Anthem
26.050. Rotary Protocol
26.060. Election Guidelines and Campaigning
26.070. Election Complaint Procedures
26.080. Rotary Privacy Statement
26.090. Statements on Issues
26.100. Mediation and Arbitration Guidelines
26.110. Relationship Between Directors and Trustees of The Rotary Foundation
26.120. Harassment-free Environment at Meetings, Events, or Activities
26.130. Diversity, Equity and Inclusion Policy Statement for Rotary International
Article 27. RI President 122
27.010. Regulations Governing Candidates for RI President and the Nominating Committee for President
27.020. RI President Job Description
27.030. Official Activities
27.040. Authority to Act on Behalf of Board
27.050. Additional Activities
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27.060. Annual Theme and Goals

27.070. Staff Support
27.080. Finances
27.090. President’s Advisory Committee
Article 28. RI Board of Directors 137
28.005. Policies Relating to the Board
28.010. Selection Methods for Directors
28.020. Orientation and Governance Training
28.030. Meetings
28.040. RI Board of Directors Job Description
28.050. Appeals of Board Action
28.060. Partner Training and Attendance at Rotary Meetings
28.070. Relationship Between Directors and Governors
28.080. Relationship Between Directors and Regional Leaders
28.090. Conflict of Interest Policy
28.100. Code of Ethics
28.110. Indemnification of RI Directors and Officers
Article 29. Regional Leaders 160
29.010. Regional Leaders
29.020. Rotary Coordinators (RCs)
29.030. Rotary Public Image Coordinators (RPICs)
Article 30. Other Current and Past Officers of RI 168
30.010. President-elect
30.020. President-nominee
30.030. Vice-President
30.040. Treasurer
30.050. Definition of Past Officer of RI
30.060. Guidelines for Aides to RI Officers
Article 31. RI Committees 174
31.010. Purpose of Committees
31.020. Types of Committees
31.030. Meetings of Committees
31.040. Committee Appointments
31.050. Liaison Directors to Committees
31.060. Executive Committee
31.065. Standing Board Committees
31.070. Finance Committee
31.075. Operations Review Committee
31.080. Audit Committee Charter
31.090. Strategic Planning Committee
31.100. Membership Committee
31.110. Committee Reports
31.120. Committee Finances
Article 32. RI General Secretary 193
32.010. Chief Executive Officer of RI
32.020. Authority to Act on Behalf of Board
32.030. General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs
32.040. General Secretary Authority to Act on Behalf of Board on Matters Relating to Convention,
Council on Legislation, and Council on Resolutions
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32.050. General Secretary Authority to Act on Behalf of Board on Matters Relating to Districts
32.060. General Secretary Authority to Act on Behalf of Board on Matters Relating to Finance
32.070. General Secretary Authority to Act on Behalf of Board on Matters Relating to Administration
32.080. General Secretary Authority to Act on Behalf of Board on Matters Relating to Rotary Literature,
Documents and Translation
32.090. General Secretary Authority to Act on Behalf of Board on Matters Relating to Programs
Article 33. RI Secretariat 208
33.010. Secretariat Staff Policies and Benefits
33.020. Staff Outside Involvement with Rotary
33.030. Secretariat International Offices
33.040. Deadlines for Receipt of Documents
Article 34. Rotary Marks 215
34.005. Definition of Rotary Marks
34.010. Registration of Rotary Marks
34.020. Permission to Use Rotary Marks
34.030. Use of Emblem
34.040. Use of Name
34.050. Use of Stationery
34.060. Other Rotary Emblems
34.070. Reproduction of the 4-Way Test
34.080. Rotary Mottos
Article 35. Licensing 236
35.010. General RI Licensing Principles
35.020. Granting of an RI License
35.030. General Secretary’s Responsibilities
35.040. Use of Rotary Marks by Rotarians
35.050. Specific Limitations on Use of Rotary Marks
35.060. Advertising and Marketing Limitations
35.070. Miscellaneous Licensing Matters
Article 36. Partnerships 247
36.010. General Guidelines
36.020. Strategic Partners
36.030. Resource Partners
36.040. Service Partners
36.050. Project Partners
36.060. Recognition for Organizations
36.070. Corporate Project
36.080. Collaborating Organizations
36.090. Representatives to Other Organizations
36.100. Invitations to Attend Meetings of Other Organizations
36.110. 16-Step Process for Formalizing Partnerships
36.120. Joint Committee on Partnerships
Article 37. RI Guidelines for Sponsorship and Cooperation 257
37.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs
37.020. Cooperation with United Nations
37.030. Cooperation with Other Organizations and Groups
Article 38. Territorial, Regional and Sectional Groupings 266
38.010. Territorial Units-RIBI
38.020. Limitations on Administrative Units
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CHAPTER V PROGRAMS
Article 40. General Provisions 267
40.010. Rotary Programs and Global Networking Groups
40.020. Evaluation
40.030. New Rotary Programs and Global Networking Groups
40.040. RI Projects
40.050. Rotary Alumni
Article 41. Rotary Programs 275
41.010. Interact
41.020. New Generations Service Exchange
41.030. Rotary Community Corps (RCC)
41.040. Rotary Friendship Exchange
41.050. Rotary Youth Exchange
41.060. Rotary Youth Leadership Awards
Article 42. Global Networking Groups 298
42.010. Networking and Service Groups Committee
42.020. Rotary Fellowships
42.030. Rotary Action Groups
42.040. Incorporation Guidelines For Global Networking Groups
Article 43. RI Awards 309
43.010. Rotary Citation
43.020. Significant Service Award
43.030. Rotary Membership Development Award
43.040. Service Above Self Award
43.050. Avenues of Service Award
43.060. RI Award of Honor
43.070. Rotary Alumni Global Service Award
43.080. Alumni Association of the Year Award
43.090. Rotary Award for Excellence in Service to Humanity
43.100. Award Replacement Policy
43.110. New Award or Recognition Proposals
Article 44. Rotary Clubs, Districts, and Other Rotary Entities and Other Organizations 318
44.010. Development of Service Projects
44.020. Guidelines for Clubs, Districts and Other Rotary Entities for Interacting with Other Organizations
44.030. Annual Financial Statement from Rotary Programs/Entities using Rotary Name or Requesting
Support or Participation
44.040. Guidelines for Clubs to Conduct Projects in Non-Rotary Countries
CHAPTER VI COMMUNICATIONS
Article 48. Official Language and Translation 324
48.010. RI Official Language
48.020. Translation of Rotary Literature
Article 49. Membership Communications 327
49.010. Official Notices
49.020. Board Minutes
49.030. Manual of Procedure
49.040. Constitutional Documents
49.050. Codification of Policies
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Article 50. Public Relations and Information 329

50.010. Purpose of RI Public Relations
50.020. Public Relations Guidelines for Pro Bono Relationships with Corporate Entities
Article 51. Publications 332
51.010. Official Magazine
51.020. Rotary Regional Magazines
51.030. Guidelines for New Publications
51.040. Rotary Leader
Article 52. Audio/Visual/Electronic Communications 345
52.010. Audiovisuals
52.020. Internet and Electronic Communications
Article 53. Other Communications 350
53.010. Rotary International Archives
53.020. Rose Parade Float
CHAPTER VII MEETINGS
Article 57. International Convention 352
57.010. Purpose
57.020. Host Organization Committee
57.030. Guidelines
57.040. Site Selection
57.050. Attendance
57.060. Housing
57.070. Sergeants-at-Arms at the Convention
57.080. International Convention Committee
57.090. Public Relations
57.100. Finances
57.110. Program Features
57.120. Role of Paid Official Participants and Partners
57.130. Role of General Secretary for International Conventions
57.140. Post-Convention Activities
57.150. Miscellaneous International Convention Matters
Article 58. International Assembly 372
58.010. Guidelines and Minimum Standards
58.020. Scheduling
58.030. International Assembly Committee
58.040. Attendance and Participants’ Responsibilities
58.050. Training, Programs and Sessions
58.060. Publications
58.070. Finances
Article 59. Council on Legislation and Council on Resolutions 382
59.010. Site Selection for the Council on Legislation
59.020. Proposed Legislation and Resolutions
59.030. Participants
59.040. District Council Representatives
59.050. Sergeants-at-Arms
59.060. Proceedings and Functions of the Council on Legislation
59.070. Proceedings and Functions of the Council on Resolutions
59.080. Finances
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59.090. Support Staff

59.100. Post-Council Activities
Article 60. Institutes 392
60.010. International Institute
60.020. Participants at International Institutes
60.030. International Institute Program
60.040. International Institute Finances
60.050. Rotary Institutes
Article 61. General Policies Relating to RI Meetings 401
61.010. Manuals for Sergeants-at-Arms
61.020. Sergeant-at-Arms Committee
61.030. Sergeants-at-Arms Leadership Candidate Book
61.040. Recommended Protocol at RI Meetings
CHAPTER VIII FINANCES
Article 66. General Finance Provisions 403
66.010. Annual Report
66.020. Audited Financial Statements
66.030. Banking Procedures
66.040. Fiscal Agents
66.050. Contracts
66.060. One Rotary Center Real Estate Management Policy
66.070. Administrative Services Agreement between RI and TRF
Article 67. Audits 406
67.010. Auditing Services Charter
67.020. Guidelines for Appointment and Evaluation of the Independent Auditor
Article 68. Budgets 414
68.010. Budget Review Process
68.020. Authority to Exceed RI Budget
68.030. Capital Expenditures
Article 69. Expenses and Reimbursements 418
69.010. Approval of Disbursements
69.020. Travel
69.030. Rotary Funding for Governors
69.040. General Officers’ Expenses
69.050. Officer Expenses
69.060. Miscellaneous Financial Matters
Article 70. Investments 433
70.010. Investment Policy Statement – Rotary International General Fund
70.020. RI Reserve Policy
70.030. Foreign Currency Management Policy
70.040. Restricted Currencies
70.050. Budgeted Investment Earnings and Investment Earnings Reserve
Article 71. Revenues 449
71.010. Per Capita and Prorated Dues
71.020. Licensing
71.030. Invoices
71.040. Publications
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Article 72. Risk Management and Insurance 451

72.010. Risk Management
72.020. Liability Coverage for RI Directors and Officers
72.030. Indemnification of Staff
72.040. RI Travel Medical
72.050. RI Meetings and Programs
72.060. Club and District Liability Insurance
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CHAPTER I

GENERAL PROVISIONS

Article 1. The Code

1.010. Purpose
1.020. Citation
1.030. Rules of Construction
1.040. Definitions
1.050. Relationship to the Constitutional Documents
1.060. Severability
1.070. Repeal of Policies
1.080. Implementation of Policies
1.090. Amendments
1.100. Annual Supplements
1.110. Revised Editions
1.120. Authentication

1.010. Purpose
The purpose of this Rotary Code of Policies is to establish a comprehensive document containing
all of the general and permanent policies of Rotary International. All policies of a general and
permanent nature adopted by the RI Board or the RI Council on Legislation after the effective date
of this Rotary Code of Policies will be added to the Code in order for it to remain a single collection
of such policies. (June 1998 Mtg., Bd. Dec. 348)

1.020. Citation
The policies contained in this Rotary Code of Policies shall constitute and be designated the Rotary
Code of Policies and may be so cited. Such policies may also be cited simply as the "Code of
Policies" or the "Code." Revised editions, as prepared and authenticated from time to time in
accordance with this article, shall be designated by listing the year of the revision and adding the
word "revised" to the title. For example, a revised edition of the Code in 2002 would be designated
as the "2002 Revised Code of Rotary Policies." Such a revised edition also may be cited simply
as the "2002 Revised Code" or the "2002 Code." (June 1998 Mtg., Bd. Dec. 348)

1.030. Rules of Construction

All general provisions, terms, phrases and expressions contained in this Code are to be construed
in a manner that allows for the implementation of policies. Words and phrases are to be taken in
their plain or usual sense, but technical words and phrases having a particular or appropriate
meaning in law or in the constitutional documents are to be understood according to their technical
import. As used in this Code, the words "shall," "is," and "are" are mandatory, and the words
"may" and "should" are permissive. (June 1998 Mtg., Bd. Dec. 348)
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1.040. Definitions
In the construction of this Code, the following definitions are to be observed unless the context
clearly requires otherwise:

1) Board: The Board of Directors of Rotary International.

2) Club: A Rotary club.

3) Code or Code of Policies: The Rotary Code of Policies as contained in this article and
the other articles of this document.

4) Constitutional Documents: The Constitution and Bylaws of Rotary International and

the Standard Rotary Club Constitution.

5) Councils: The RI Council on Legislation and Council on Resolutions.

6) Foundation: The Rotary Foundation of Rotary International.

7) General Officers of RI: The president, president-elect, vice-president, treasurer, other

directors and the general secretary.

8) General Secretary: The duly elected or acting general secretary of Rotary International.

9) Governor: A governor of a Rotary district.

10) Legislation: Enactment and position statement proposed for the Council on
Legislation

11) Member: A member, other than an honorary member, of a Rotary club.

12) Partner: One of a couple with legally married status.

13) Rotaract club: A club of young adults.

14) Rotaractor: A member of a Rotaract club.

15) RI: Rotary International.

16) Rotary Entity/Rotary Entities: Rotary International, The Rotary Foundation, a

Rotary club or group of clubs, a Rotary district or group of districts, a Rotary
Fellowship, Rotary Action Groups, and administrative territorial units of Rotary
International. Individual RI Programs are not considered Rotary Entities.

17) Rotary Marks: The intellectual property owned by RI. See Section 33.005.

18) Rotary Senior Leaders: Those individuals serving as current, incoming, and past RI
presidents; current, incoming, and past RI directors; and current, incoming, and past
Foundation trustees.
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19) Secretariat: The world headquarters and international offices of Rotary International.

20) Staff: The employees of Rotary International.

21) TRF: The Rotary Foundation of Rotary International.

22) Trustees: The Trustees of The Rotary Foundation of Rotary International. (October
2019 Mtg., Bd. Dec. 57)

1.050. Relationship to the Constitutional Documents

This Code is supplemental to the constitutional documents and should be construed in harmony
with them. In the event of a conflict between the provisions of the constitutional documents and
the provisions of this Code, the constitutional documents take precedence and thereby modify the
conflicting provisions of the Code. (June 1998 Mtg., Bd. Dec. 348)

1.060. Severability
The chapters, articles, sections, and subsections of this Code are severable. If any chapter, article,
section, or subsection of this Code is declared invalid by the judgment of any court or other agency
of competent jurisdiction, such invalidity shall not affect any of the remaining chapters, articles,
sections, or subsections of this Code. If any part of this Code is declared invalid by any court or
agency of competent jurisdiction, it shall be invalid only within the jurisdiction of such court or
agency. (June 1998 Mtg., Bd. Dec. 348)

1.070. Repeal of Policies

When an action repealing a former policy is itself repealed or rescinded, such repeal or rescission
shall not be construed to revive the former policy, unless such policy is expressly reinstated. (June
1998 Mtg., Bd. Dec. 348)

1.080. Implementation of Policies

Unless noted to the contrary in a particular provision, the general secretary shall have both the duty
and the authority to implement the policies set forth in this Code. For that purpose, the general
secretary may prepare and approve policies, procedures, guidelines, rules, schedules and other
documents to implement the policies. The general secretary also may delegate authority for the
implementation of various policies to one or more members of the staff, either by name or title.
(June 1998 Mtg., Bd. Dec. 348)

1.090. Amendments
Amendments to this Code may be made through action of a Council on Legislation, in accordance
with the provisions of the constitutional documents for actions by the Council on Legislation.
Amendments to the Code also may be made by the Board, in accordance with the constitutional
documents for actions by the Board. Amendments made by a Council on Legislation shall become
effective on 1 July following the action, subject to the limitations of the constitutional documents.
All other amendments shall become effective upon their adoption by the Board, unless a later date
is specified in such action. When appropriate, the Board will delay the effective date of
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amendments to the Code in order to provide adequate notice of the changes or additions to the
policies.

When amending this Code, the Board shall endeavor to specify the chapter, article, section, or
subsection being amended or to designate the place in the Code for the new policies to be inserted.
Failure to make such references shall not affect the validity of actions by the Board to adopt new
or different policies. The general secretary has the duty and authority to make technical corrections
in the amendments adopted by the Board and to incorporate such corrections into the Code. Such
corrections, if any, shall be reported to the Board at its next meeting. (June 1998 Mtg., Bd. Dec.
348; February 2000 Mtg., Bd. Dec. 275; August 2000 Mtg., Bd. Dec. 42; September 2016 Mtg.,
Bd. Dec. 28)

1.100. Annual Supplements

This Code shall be updated by the general secretary after each board meeting. An annual
cumulative supplement to this Code shall be prepared by the general secretary following the end
of each Rotary year. Such cumulative supplements shall contain all amendments to the Code, and
all other changes or additions of general and permanent policies, since the Code’s adoption or its
last revision. (June 1998 Mtg., Bd. Dec. 348)

1.110. Revised Editions

Revised editions of this Code shall be prepared by the general secretary from time-to-time, but not
less than once every four years. Revised editions shall merge the Code (or the latest revised
edition), the latest cumulative annual supplement and any subsequent amendments of the Code,
and all other changes or additions of general and permanent policies, into a single integrated
document. Revised editions of the Code will bear the year of publication as part of the title, such
as the 2001 Revised Code of Rotary Policies. Revised editions, when duly prepared and
authenticated, will replace earlier editions of the Code. When a revised edition of the Code is
prepared and authenticated, the revised edition shall be presented to the Board at a regular meeting,
and its receipt shall be noted in the minutes.

The new edition of the Code will become effective at the time of such presentation to the Board
with the proviso that any policies inadvertently omitted or altered in their transfer from the
previous edition of the Code to the new edition will remain effective as stated in the earlier edition
for six-months. During the six-month period after its presentation to the Board, the new edition
may be corrected by the general secretary to reflect accurately the transfer of policies from the
previous edition, and such corrections shall be reported to the Board at its next meeting. After the
expiration of the six month period, the new edition will become as fully effective as if adopted in
toto by the Board, and the text of the policies in such revised edition may not be changed thereafter
except by action of the Board. (June 1998 Mtg., Bd. Dec. 348)

1.120. Authentication
The general secretary has the duty to prepare, and the authority to authenticate, the cumulative
annual supplements and the revised editions of the Code as they are issued in accordance with this
article. (June 1998 Mtg., Bd. Dec. 348)


Rotary Code of Policies 5
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CHAPTER II

CLUBS

Articles
2. Club Membership and Administration
3. Club Name, Locality, and Adjustment to Locality
4. General Membership Guidelines and Classifications
5. Membership Growth and New Members
6. Former Rotarians and Family of Current Rotarians
7. Club Meetings and Attendance
8. Club Programs
9. Club Finances and Public Relations
10. Club Officers
11. Club Relationships With Rotarians and Others
12. Rotaract Clubs

Article 2. Club Membership and Administration

2.010. Membership of Clubs in RI

2.020. Club Leadership Plan
2.030. Association of Clubs Outside RI
2.040. Clubs Chartered Prior to 6 June 1922
2.050. Recommended Club Bylaws
2.060. Incorporation of Clubs
2.070. Incorporation of Club Activity
2.080. Club Compliance With National Law
2.090. Clubs and Politics
2.100. Club and District Events Involving Weapons
2.110. Legal and Insurance Implications of Events Involving Weapons
2.120. Youth Protection
2.130. Pilot Projects

2.010. Membership of Clubs in RI

RI is an association of member Rotary clubs and Rotaract clubs, each of which has a direct
relationship and common responsibility to the association with no national or other grouping of
clubs intervening in the administration and functioning of the clubs as members of RI. Every
member club of RI is expected to comply with the provisions of the constitutional documents
which provide for the organizational structure and functioning of the club. (October 2019 Mtg.,
Bd. Dec. 57)

Source: May-June 1976 Mtg., Bd. Dec. 265; Amended by October 2019 Mtg., Bd. Dec. 57

2.010.1. Failure to Function

In accordance with the RI Bylaws, the RI Board is responsible for ensuring that all member
clubs of the association are functioning, and defines a functioning club as
Rotary Code of Policies 6
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1. Having paid its per capita dues to Rotary International

2. Meeting regularly consistent with RI constitutional documents

3. Ensuring that its members subscribe to The Rotarian magazine or a licensed regional
magazine.

4. Implementing service projects that address needs in the local community and/or in
communities in other countries

5. Receiving the visit of the governor, assistant governor, or an officer of Rotary

International

6. Maintaining appropriate liability insurance as provided in section 72.060. of this Code

7. Acting in a manner consistent with the RI constitution, bylaws, and the Rotary Code of
Policies

8. Complying with requests from the RI Board to terminate a Rotarian’s membership who
admits to, is convicted of or is otherwise found to have engaged in harassment as
defined in the Rotary Code of Policies.

9. Paying its RI membership and district dues without outside assistance

10. Providing accurate membership lists on a timely basis to the general secretary. At a
minimum, clubs must report their membership changes to the general secretary so they
are received by 1 July and 1 January.

11. Resolving club disputes in an amicable manner

12. Maintaining cooperative relations with the district

13. Cooperating with RI by not initiating or maintaining, or retaining in its membership

an individual who initiates or maintains, litigation against Rotary International or The
Rotary Foundation, including their directors, trustees, officers, and employees, prior
to exhausting all remedies provided for in RI’s constitutional documents

14. Following and completing the election review process established in the RI bylaws

Each governor shall identify which clubs in the district are failing to function according to
the above criteria. Rotary senior leaders are also encouraged to report any observations
that suggest that a club has failed to function. (October 2019 Mtg., Bd. Dec. 48)

Source: February 2000 Mtg., Bd. Dec. 339; November 2004 Mtg., Bd. Dec. 59. Amended by May 2000 Mtg., Bd. Dec. 425; August
2000 Mtg., Bd. Dec. 79; November 2000 Mtg., Bd. Dec. 178; November 2009 Mtg., Bd. Dec. 93; June 2013 Mtg., Bd. Dec. 196;
October 2013 Mtg., Bd. Dec. 31; January 2014 Mtg., Bd. Dec. 96; May 2014 Mtg., Bd. Dec. 113; May 2014 Mtg., Bd. Dec. 121;
September 2016 Mtg., Bd. Dec. 28; October 2018 Mtg., Bd. Dec. 68; October 2019 Mtg., Bd. Dec. 48
Rotary Code of Policies 7
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2.010.2. Plan For Achieving Minimum Standards In All Rotary Clubs

1. Creating Opportunities for Clubs to Become Functioning

The governor will make appropriate arrangements to strengthen clubs identified as weak
so they are able to fulfill the minimum standards established by the Board.

2. Addressing Clubs That Are Not Functioning

If a club elects not to participate in the strengthening opportunities offered by the district
governor, the governor will work with the club to identify an appropriate course of action
from the following options:

a) Resignation – After careful consideration, in consultation with the governor, the club
members agree to resign the membership of their club in accordance with club resignation
board policy. The governor will provide the names of interested Rotarians to nearby clubs.

b) Merger – In consultation with the governor, the club and all of its members will
consolidate with a nearby club. Neighboring clubs with fewer than 20 members are
encouraged to merge.

c) Termination – The governor notifies the general secretary that a club is not able to meet
the minimum standards for a functioning club. The general secretary notifies the club of
the governor’s recommendation and asks for its response within a reasonable timeframe.
If the club doesn’t respond or if the club’s response indicates that minimum standards
cannot be achieved, the club is terminated for failure to function. (October 2013 Mtg., Bd.
Dec. 31)
Source: February 2000 Mtg., Bd. Dec. 324; November 2000 Mtg., Bd. Dec. 158; Amended by November 2004 Mtg., Bd. Dec. 59;
October 2013 Mtg., Bd. Dec. 31

2.010.3. Resignation of Rotary Clubs

In accordance with RI Bylaws section 3.010., Club Resignation from RI, a club wishing to
resign its membership in the association may follow these general guidelines:

With advance notice, convene a meeting of the entire membership and vote to decide if the
club should resign its membership in Rotary International.

If a majority of the members present votes to resign the club’s membership, the club’s
president and secretary should send a written communication to the district governor and
the general secretary summarizing the club’s vote and indicating the final date that the club
will operate.

Care should be taken to follow all applicable local laws and stewardship requirements
regarding the termination of a non-profit organization.

If the club has incorporated itself, and/or if it has incorporated an activity of the club,
applicable laws and the articles of incorporation should be followed, especially concerning
the disposition of assets.
Rotary Code of Policies 8
June 2020


The district should assist remaining members in locating other Rotary clubs if they express
a desire to continue their Rotary membership. (October 2013 Mtg., Bd. Dec. 31)

Source: June 2008 Mtg., Bd. Dec. 283; Amended by October 2013 Mtg., Bd. Dec. 31

Cross References

9.020. Clubs in Arrears to RI

32.030.4. Club Suspension, Termination, Resignation, and Reinstatement by General Secretary
32.030.9. Magazine Subscription Requirements

2.020. Club Leadership Plan

The purpose of the Club Leadership Plan is to strengthen the Rotary club by providing the
administrative framework of an effective club. Club leaders should implement the Club
Leadership Plan in consultation with district leaders as described by the District Leadership Plan.
The Club Leadership Plan should be reviewed annually. Effective clubs:

a) Sustain and/or increase their membership base

b) Implement successful projects that address the needs of their community and communities in
other countries
c) Support The Rotary Foundation through both financial contributions and program participation
d) Develop leaders capable of serving in Rotary beyond the club level

To implement a Club Leadership Plan, current, incoming and past club leaders should:

a) Develop a long-range plan that addresses the elements of an effective club

b) Set annual goals and enter these in Rotary Club Central
c) Conduct club assemblies that involve members in the planning process and keep them informed
of the activities of Rotary
d) Ensure clear communication between the club president, board, committee chairs, club members,
district governor, assistant governors, and district committees
e) Provide for continuity in leadership, including the concept of succession planning to ensure
development of future leaders
f) Amend bylaws to reflect the club committee structure and roles and responsibilities of club
leaders
g) Provide opportunities to increase fellowship among members of the club
h) Ensure that every member is active in a club project or function
i) Develop and implement a comprehensive training plan that ensures:
1. Club leaders attend district training meetings as appropriate
2. Orientation is consistently and regularly provided for new members
3. Ongoing educational opportunities are available for current members
4. A leadership skills development program is available for all members

Club Committees
Club committees are charged with carrying out the annual and long-range goals of the club. The
president-elect, president, and immediate past president should work together to ensure continuity
of leadership and succession planning. Whenever feasible, committee members should be
Rotary Code of Policies 9
June 2020

appointed to the same committee for three years to ensure consistency. The president-elect is
responsible for appointing committee members to fill vacancies, appointing committee chairs, and
conducting planning meetings prior to the start of the year in office. It is recommended that the
chair have previous experience as a member of the committee.

Standing committees should be appointed in accordance with Article 11of the Standard Rotary
Club Constitution and reflected in the club’s bylaws.

Training Requirements
Club committee chairs should attend the district training assembly prior to serving as chair.

Relation to the District Leadership Team

Club committees should work with assistant governors and relevant district committees.
Reporting Requirements
Club committees should report to the club board on the status of their activities on a regular basis
and at club assemblies, as appropriate. (September 2016 Mtg., Bd. Dec. 28)

Source: November 2004 Mtg., Bd. Dec. 128; Amended by November 2006 Mtg., Bd. Dec. 104; June 2010 Mtg., Bd. Dec. 223; January 2015
Mtg., Bd. Dec. 118; September 2016 Mtg., Bd. Dec. 28

2.030. Association of Clubs Outside RI

A club does not have the authority to bind its members to any other organization nor establish a
formal association of clubs outside the framework of RI. (October 2013 Mtg., Bd. Dec. 31)

Source: April 1971 Mtg., Bd. Dec. 233; Amended by November 2004 Mtg., Bd. Dec. 59; October 2013 Mtg., Bd. Dec. 31

2.040. Clubs Chartered Prior to 6 June 1922

Unless an exception was granted pursuant to the RI Bylaws, all clubs chartered before 6 June 1922
shall adopt the current Standard Rotary Club Constitution. The general secretary has as an
addendum for each club chartered before 6 June 1922 with variations to the Standard Rotary Club
Constitution. When a club wishes to amend a variation to make it conform more closely to the
current Standard Rotary Club Constitution, it may do so by following the provisions of the
Standard Rotary Club Constitution. (October 2013 Mtg., Bd. Dec. 31)

Source: March 1990 Mtg., Bd. Dec. 139; November 1992 Mtg., Bd. Dec. 83; Amended by October 2013 Mtg., Bd. Dec. 31

2.050. Recommended Club Bylaws

The Standard Rotary Club Constitution requires all clubs to adopt bylaws not inconsistent with the
constitution and bylaws of RI. The Board has adopted Recommended Club Bylaws as found in an
appendix to this Code. Amendments to the Recommended Club Bylaws resulting from the action
of the Council on Legislation may be approved by the Executive Committee, acting on the Board’s
behalf. The Recommended Club Bylaws shall be reviewed by the Board as appropriate. (October
2013 Mtg., Bd. Dec. 31)

Source: November 2004 Mtg., Bd. Dec. 59; March 2005 Mtg., Bd. Dec. 197; Amended by October 2013 Mtg., Bd. Dec. 31
Rotary Code of Policies 10
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2.060. Incorporation of Clubs

A club may incorporate so long as the club includes within the articles of incorporation a phrase
reciting the allegiance to and submission of the club to the constitutional documents of RI as now
existent and as may hereafter be amended.

Clubs should obtain the advice of legal counsel and liability insurance counsel with respect to the
need for protection against liability resulting from club projects and activities through the
incorporation of the club or its activities.

For purposes of this section the following words shall have the following meanings:

1) “Corporation” shall mean a corporation, association, limited-liability company, or other similar

entity recognized by a local jurisdiction.

2) “Incorporate” shall mean the process of establishing a corporation.

3) “Corporate Documents” shall mean the documents formally adopted by a corporation

establishing its processes for governance and operation, including its articles of incorporation or
association, bylaws and similar documents. (October 2013 Mtg., Bd. Dec. 31)

Source: July 1940 Mtg., Bd. Dec. 36; November 1983 Mtg., Bd. Dec. 93; November 2008 Mtg., Bd. Dec. 104; October 2013 Mtg., Bd. Dec. 31.
Amended by January 1958 Mtg., Bd. Dec. 114; November 2004 Mtg., Bd. Dec. 59

2.060.1. Suggested Incorporation Format

Certain general provisions for articles of incorporation are as follows:

The name of this corporation shall be "Rotary Club of , Incorporated."

(City) (State/Province/Country)

This corporation shall be a non-profit corporation. Its purpose shall be charitable and
benevolent and to encourage, promote and extend the Object of Rotary, and to maintain
the relations of a member club in RI.

In so far as the provisions of the law of the State/Province/Country of ____________, under

which this corporation is incorporated, shall permit, this corporation shall operate in a
manner consistent with the constitution and bylaws of Rotary International.

This corporation shall have the authority to adopt such bylaws as may be consistent with
the purposes enumerated herein and consistent with the law of the State/Province/Country
of __________, under which this corporation is incorporated. (June 2004 Mtg., Bd. Dec.
236)
Source: July 1940 Mtg., Bd. Dec. 36; Amended by May 2003 Mtg., Bd. Dec. 325; June 2004 Mtg., Bd. Dec. 236

2.060.2. Harmony of Club Corporate Bylaws

In order that the new corporation shall be brought into harmony with RI, it shall adopt as
its corporate bylaws all relevant provisions of the Standard Rotary Club Constitution and
Recommended Rotary Club Bylaws provided by RI for its member clubs. The articles of
incorporation must contain such additional statements and declarations as may be required
by the laws where the corporation is incorporated. These provisions may be modified in
Rotary Code of Policies 11
June 2020

any way not inconsistent with the expressed purpose of the incorporated club to be in all
respects a member club of RI. If any existing club be incorporated pursuant to these
conditions, it shall be recognized as a mere continuance of the former club without any
change in its relationship to RI. (November 2004 Mtg., Bd. Dec. 59)

Source: July 1940 Mtg., Bd. Dec. 36; Amended by November 2004 Mtg., Bd. Dec. 59

2.060.3. General Secretary Authority Regarding Club Incorporations

The general secretary shall review all proposed incorporation documents on behalf of the
Board for compliance with the policies of RI. In the event of unusual circumstances
requiring further statements of policy, the general secretary shall refer any such application
to the Executive Committee. (November 2004 Mtg., Bd. Dec. 59)

Source: July 1940 Mtg., Bd. Dec. 36; Amended by November 2004 Mtg., Bd. Dec. 59

2.070. Incorporation of Club Activity

Where a club proposes to engage in an unusual activity which is likely to involve liability on the
part of the club, such activity should be separately incorporated from the club itself. (November
2004 Mtg., Bd. Dec. 59)

Source: July 1940 Mtg., Bd. Dec. 36. Amended by Jan 1958 Mtg., Bd. Dec. 114; November 2004 Mtg., Bd. Dec. 59

2.080. Club Compliance With National Law

Every club is expected to comply with the laws of the country in which it exists and functions. In
order to comply with the laws of such country, clubs may take action as may be necessary to meet
specific legal requirements, provided that

1. the action taken and any arrangements made relating to the organization and functioning of the
clubs within the country do not contravene the constitutional documents as they relate to the
practical administration and functioning of the clubs

2. any club concerned submits and continues to submit to the constitutional documents of RI as
they may be amended from time to time and that the club continues in all respects to be and to
function as a member Rotary club of RI

3. any such action as may be contemplated by the clubs of any country shall first be submitted to
the Board for review (June 2006 Mtg., Bd. Dec. 220)

Source: May-June 1976 Mtg., Bd. Dec. 265; Amended by June 2006 Mtg., Bd. Dec. 220

2.090. Clubs and Politics

RI and its member clubs must refrain from issuing partisan political statements. Rotarians likewise
are prohibited from adopting statements with a view to exerting any corporate pressure on
governments or political authorities. (October 2013 Mtg., Bd. Dec. 31)

Source: February-March 1983 Mtg., Bd. Dec. 288

Rotary Code of Policies 12
June 2020

Cross References

34.040.1. Use of Rotary Name or Emblem for Political Means

2.100. Club and District Events Involving Weapons

Rotary clubs, Rotary districts and other Rotary Entities may participate in activities involving the
sale, give-away or transfer, including raffles, of guns, weapons or other armaments, provided they
never take ownership of the item(s) and any transfer of ownership of a firearm is handled by a
licensed third party in compliance with all applicable laws. Any use of the Rotary Marks in
connection with such activities shall be in compliance with RI policy, including policy for use of
the Rotary Marks. (June 2017 Mtg., Bd. Dec. 172)
Source: January 2017 Mtg., Bd. Dec. 96; Amended by June 2017 Mtg., Bd. Dec. 172

Cross References

44.020. Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities for Interacting
with Other Organizations

2.110. Legal and Insurance Implications of Events Involving Weapons

Rotary clubs, districts and other Rotary Entities that organize events or activities that involve guns
or weapons, including sport shooting activities, shall review potential liabilities arising out of such
activities and consult with legal and/or insurance professionals to ensure that they are adequately
protected. (June 2017 Mtg., Bd. Dec. 172)

Source: January 2017 Mtg., Bd. Dec. 96; Amended by June 2017 Mtg., Bd. Dec. 172

Cross References

8.030.2. Rotarian Code of Conduct

2.120. Youth Protection

2.120.1. Statement of Conduct for Working with Youth

Rotary International strives to create and maintain a safe environment for all youth who
participate in Rotary activities. To the best of their ability, Rotarians, Rotarians’ partners,
and other volunteers must safeguard the children and young people with whom they come
in contact and protect them from physical, sexual, and psychological abuse. (October 2019
Mtg., Bd. Dec. 58)

Source: November 2002 Mtg., Bd. Dec. 98; Amended by November 2006 Mtg., Bd. Dec. 72; October 2019 Mtg., Bd. Dec. 58

2.120.2. Abuse and Harassment Prevention and Reporting Procedures

To uphold the Statement of Conduct for Working with Youth all clubs and districts must
ensure the abuse and harassment prevention and reporting requirements are followed as
established by the general secretary:
Rotary Code of Policies 13
June 2020

1. RI has a zero-tolerance policy against abuse and harassment.

2. All district governors-elect must complete youth protection training before the start of
their term as governor, as determined by the general secretary.

3. Districts participating in any youth programs may develop and implement youth
protection policies according to local customs. Districts participating in Rotary Youth
Exchange must develop and implement youth protection policies as outlined in Rotary
Code of Policies section 41.050. Rotary Youth Exchange.

4. Districts participating in any youth program should appoint youth protection officer.
The youth protection officer should advise clubs and the district related to abuse and
harassment prevention, assist districts to manage risks and crises that impact the safety
of youth, should have professional experience in counseling, social work, law, law
enforcement, or child development, and may be a Rotarian or non-Rotarian.

5. All allegations of abuse or harassment shall be reported to RI within 72 hours of learning

of the incident. Failure to report incidents to RI within 72 hours may result in
suspension of the district’s Youth Exchange certification. Where there is sufficient
evidence that an individual, club, or district knowingly failed to report as required, the
general secretary may determine whether and/or the extent to which involved parties
may continue to be eligible to participate in Rotary’s youth programs, or whether
additional sanctions may be necessary, including but not limited to requiring the club
to terminate an individual’s membership.

6. Any allegation of abuse must be immediately reported to the appropriate law

enforcement agency, in accordance with RI’s zero-tolerance policy. All law
enforcement reviews must be conducted by legal authorities that are not affiliated with
Rotary.

7. In addition to reporting to law enforcement for investigation, an independent and

thorough investigation must be made by the club and district into any claims of abuse
or harassment including a determination for how to prevent a similar situation in the
future.

8. Any person involved in Rotary against whom an allegation of sexual abuse or

harassment is made must be removed from all contact with youth until the matter is
resolved.

9. A club must terminate the membership of any individual who admits to, is convicted of
or is otherwise known to have engaged in sexual abuse or harassment of youth or youth
program participants. A Rotarian or non-Rotary volunteer who admits to, is convicted
of, or is otherwise known to have engaged in sexual abuse or sexual harassment or
other act of moral turpitude must be prohibited from working with youth in a Rotary
context. A club may not grant membership to a person who is known to have engaged
in sexual abuse or harassment. (Upon obtaining information that a club has knowingly
failed to terminate the membership of such an individual, the RI Board may terminate
the club for failure to comply).
Rotary Code of Policies 14
June 2020

10. If an investigation into a claim of sexual abuse or harassment is inconclusive, then, for
the safety of youth participants and the protection of the accused, additional safeguards
must be put in place to assure the protection of any youth with whom the individual
may have future contact. If there are subsequent claims of sexual abuse or harassment,
the individual shall be permanently prohibited from working with youth in a Rotary
context. Regardless of criminal or civil guilt, the continued presence of the adult could
be detrimental to the reputation of the organization and could be harmful to youth. A
person who is accused but later cleared of charges, may apply to be reinstated to
participate in youth programs. Reinstatement is not a right, and no guarantee is made
that any individual will be reinstated to a former position.

11. Districts must track all individuals prohibited from contact with youth and ensure such
prohibitions are implemented consistently throughout the district from year to year.

12. Individuals prohibited from working with youth may not serve as District Interact
Chair, Interact Club Adviser, District RYLA Chair, District Youth Exchange Chair,
District Youth Protection Officer, or in any other locally-appointed club or district role
where there may be contact with youth. (January 2020 Mtg., Bd. Dec. 85)

Source: November 2004 Mtg., Bd. Dec. 108; September 2016 Mtg., Bd. Dec. 57; Amended by November 2006 Mtg., Bd. Dec. 72;
October 2019 Mtg., Bd. Dec. 58; January 2020 Mtg., Bd. Dec. 85

2.120.3. Travel and Overnight Stays by Youth

Recognizing that Rotary clubs and districts are encouraged to undertake activities that
develop youth, club and district programs or activities that involve minors undertaking
travel outside their local community, or that include overnight stays, must develop,
maintain, and comply with youth protection policies and written procedures. With the
exception of travel and tours operated by or on behalf of host districts, Youth Exchange
travel is subject to the policies outlined in Rotary Code of Policies section 41.050. Youth
Exchange.

The governor has the responsibility for the supervision and control of all programs and
activities organized within the district that involve minors traveling outside their local
community or involve overnight stays.

Clubs and districts:

1. shall obtain written permission from the parents or guardians of all youth participants
for travel outside the local community or involve overnight stays in advance;

2. shall provide parents or legal guardians with specific details about the program, location
of event, travel itineraries, sleeping accommodations, and contact information for
program organizers before departure;

3. should, when traveling 150 miles away from home residence or out of home country,
require the parents or legal guardians of each minor to provide travel insurance for the
minor, which includes such coverages as medical (when traveling outside home
Rotary Code of Policies 15
June 2020

country), emergency medical evacuation, repatriation of remains, and legal liability, in

amounts satisfactory to the club or district organizing the activity or event, with
coverage from the time of the minor’s departure from home until the return home.

Club and district policies and procedures should include:

1.volunteer application and screening procedures;

2.outlines of volunteer job descriptions and responsibilities;
3.supervision standards for ratio of adults to minors
4.crisis management plan including:
a. handling medical and other emergencies and providing for adult support;
b. procedures for communicating with parents and legal guardians;
5. written guidelines for reporting and follow-through on allegations or incidents
consistent with RI policy. (October 2019 Mtg., Bd. Dec. 58)
Source: January 2009 Mtg., Bd. Dec. 155; June 2010 Mtg., Bd. Dec. 210; Amended by June 2013 Mtg., Bd. Dec. 196; September
2016 Mtg., Bd. Dec. 57; October 2019 Mtg., Bd. Dec. 58

Cross References

41.050. Rotary Youth Exchange

2.130. Pilot Projects

2.130.1. Electronic Voting Pilot

The general secretary shall arrange for electronic voting to be used wherever a mail ballot
is needed in district and zone elections in Bhutan, India, Maldives, Nepal, Pakistan, and
Sri Lanka as a pilot project for elections held in through 2021-22. Districts subject to the
pilot should conduct all district elections by nominating committee or electronic voting.
(October 2019 Mtg., Bd. Dec. 29)

Source: April 2016 Mtg., Bd. Dec. 183; September 2016 Mtg., Bd. Dec. 33’ Amended by July 2019 Mtg., Bd. Dec. 13

2.130.2. Pilot Russian District

The RI Board has established a pilot district program with the non-districted clubs in
Siberia and Far Eastern Russia and clubs in District 2220 (Russian Federation). (October
2018 Mtg., Bd. Dec. 34)

Source: April 2018 Mtg., Bd. Dec. 161

2.130.3. Young Past Governors Pilot Committee

The RI Board has established a four-year pilot for incorporating young past governors as a
resource to the RI Board, effective 1 July 2018. The Young Past Governors Pilot
Committee shall recommend ways in which past governors aged 50 or younger can be
integrated into RI and TRF committees. (October 2018 Mtg., Bd. Dec. 34)

Source: July 2018 Mtg., Bd. Dec. 18


Rotary Code of Policies 16
June 2020

Article 3. Club Name, Locality, and Adjustment to Locality

3.010. Club Name

3.020. Locality (Geographical Boundaries) of a Club

3.010. Club Name

The name of a Rotary club is to identify the club with the community or area of interest of its
members and to distinguish it from all other Rotary clubs. Club names shall not include references
to ethnicity, gender identity, political viewpoints, race, religion, sex, sexual orientation, trademarks,
or another organization. The general secretary shall determine if a name is appropriate. (April
2019 Mtg., Bd. Dec. 165)

Source: May-June 1987 Mtg., Bd. Dec. 371; Amended by November 2001 Mtg., Bd. Dec. 45; April 2019 Mtg., Bd. Dec. 165

3.010.1. Use of Third Party Identifiers in a Club Name

For liability and other reasons, Rotary clubs shall not be closely associated with a
commercial enterprise whereby one corporation has undue influence on the club. Names
and graphics/logos owned by these entities shall not be used in club names, graphics, or
logos. (April 2019 Mtg., Bd. Dec. 165)

Source: April 2019 Mtg., Bd. Dec. 165

3.020. Locality (Geographical Boundaries) of a Club

Each Rotary club shall be organized and exist in a locality. The locality can be any area where
there are sufficient persons actively engaged in businesses, professions and occupations whose
offices or places of business or residence are so contiguous to one another as will enable them to
function as a club. The club shall designate the locality in the constitution of the club. (October
2019 Mtg., Bd. Dec. 29)

Source: January 1939 Mtg., Bd. Dec. 105; Amended by November 2001 Mtg., Bd. Dec. 45; February 2003 Mtg., Bd. Dec. 194; November 2004
Mtg., Bd. Dec. 59; October 2019 Mtg., Bd. Dec. 29

3.020.1. Establishment of a Club on a Cruise Ship

A cruise ship shall not be the locality of a club. It is in the best interest of Rotary that clubs
not be closely associated with a commercial enterprise whereby one corporation has undue
influence on the club. (October 2013 Mtg., Bd. Dec. 31)

Source: November 1995 Mtg., Bd. Dec. 93; Amended by November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59;
October 2013 Mtg., Bd. Dec. 31

3.020.2. Change in Club Locality

Notification of action by a club to amend the provisions of its constitution relating to
locality shall be accompanied by a statement of the reasons for the amendment. (October
2013 Mtg., Bd. Dec. 31)

Source: May-June 1965 Mtg., Bd. Dec. 260; Amended by November 2001 Mtg., Bd. Dec. 45

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Rotary Code of Policies 17
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Article 4. General Membership Guidelines and Classifications

4.010. Diversified Membership

4.020. Personal Nature of Club Membership
4.030. General Classification and Membership Principles
4.040. Membership of Rotary Alumni in Rotary Clubs
4.050. Membership Cards
4.060. Dual Membership

4.010. Diversified Membership

A club’s membership should be fully reflective of the community it serves. (October 2019 Mtg.,
Bd. Dec. 29)

Source: January 1969 Mtg., Bd. Dec. 86; November 1987 Mtg., Bd. Dec. 89; Amended by November 2001 Mtg., Bd. Dec. 45; November 2004
Mtg., Bd. Dec. 59; June 2007 Mtg., Bd. Dec. 226; October 2019 Mtg., Bd. Dec. 29

4.010.1. Statement on Diversity

Rotary recognizes the value of diversity within individual clubs. Rotary encourages clubs
to assess those in their communities who are eligible for membership, under existing
membership rules, and to endeavor to reflect their community with regard to professional
and business classification, gender, age, religion, and ethnicity. (October 2013 Mtg., Bd.
Dec. 31)

Source: June 2006 Mtg., Bd. Dec. 223; Amended by November 2008 Mtg., Bd. Dec. 87; October 2013 Mtg., Bd. Dec. 31

4.020. Personal Nature of Club Membership

Membership in a club is the personal membership of the individual and not of the partnership or
corporation which employs the individual. (June 1998 Mtg., Bd. Dec. 348)

Source: COL 80-102

4.030. General Classification and Membership Principles

Clubs should carefully consider the classification practice and broaden the interpretation of
classifications where necessary to meet the current business, professional, occupational, and
community service environment. (October 2019 Mtg., Bd. Dec. 29)

Source: November 1995 Mtg., Bd. Dec. 84; Amended by June 2007 Mtg., Bd. Dec. 226; October 2013 Mtg., Bd. Dec. 31; October 2019 Mtg.,
Bd. Dec. 29

4.030.1. Membership of Retired Persons

Retired persons being inducted into active membership in a Rotary club shall use their
former profession as their classification. (October 2019 Mtg., Bd. Dec. 29)

Source: October 2003 Mtg., Bd. Dec. 62; Amended by October 2019 Mtg., Bd. Dec. 29
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June 2020

4.040. Membership of Rotary Alumni in Rotary Clubs

Although Rotary clubs should not establish any special kinds of memberships or classifications
for Rotary alumni, they should actively recruit Rotary alumni as club members. Rotary clubs also
should maintain contact with Rotary alumni in their respective localities, and use the talents of
such alumni, who are not yet qualified for membership or who have declined invitations for
membership. (October 2014 Mtg., Bd. Dec. 38)

Source: May-July 1959 Mtg., Bd. Dec. 253; Amended by November 2005 Mtg., Bd. Dec. 36; June 2007 Mtg., Bd. Dec. 226; October 2014 Mtg.,
Bd. Dec. 38

4.050. Membership Cards

Rotary clubs should issue membership cards to their active members. Any Rotarian visiting a club
who is not personally known in such club should present his or her Rotary membership card as a
means of introduction. (October 2013 Mtg., Bd. Dec. 31)

Source: COL 80-102; Amended by November 2004 Mtg., Bd. Dec. 59; October 2013 Mtg., Bd. Dec. 31

4.050.1. Letters of Introduction for Rotarians

RI does not issue credentials, identification cards, or letters of introduction for anyone other
than those traveling on RI business. RI does not issue cards of introduction to students, or
traveling sons and daughters of Rotarians, to serve as an introduction and identification of
the holders to individual Rotarians and officers of clubs. (October 2013 Mtg., Bd. Dec. 31)
Source: June 1938 Mtg., Bd. Dec. 262; Amended by October 2013 Mtg., Bd. Dec. 31

4.060. Dual Membership

For any individual Rotarian who is a member of more than one Rotary club at the same time,
Rotary International will recognize only one active membership in the Rotary club in which an
individual’s RI dues are paid, membership is counted, club and district roles are assigned, Rotary
Foundation contributions are credited, and district voting privileges are granted. (June 2017 Mtg.,
Bd. Dec. 149)

Source: January 2017 Mtg., Bd. Dec. 124; Amended by June 2017 Mtg., Bd. Dec. 149

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Rotary Code of Policies 19
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Article 5. Membership Growth and New Members

5.010. Membership Growth and Development

5.020. New Members
5.030. Grow Rotary Membership Operational Plan

5.010. Membership Growth and Development

5.010.1. Individual Rotarian's Role in Membership Growth

All Rotarians equally share the personal responsibility to promote the benefits of Rotary
membership with others. (October 2013 Mtg., Bd. Dec. 31)

Source: January 1976 Mtg., Bd. Dec. 93; Amended by October 2013 Mtg., Bd. Dec. 31

5.010.2. Accurate Club Membership Monthly Reporting

When a club is suspected by the governor or director of inaccurate membership reporting,
the general secretary shall take the following action:

a. Determine the accuracy of the club’s membership report

b. If the club has not been accurately reporting its membership the Board will consider this
a serious violation of the trust placed in a club officer, and – pursuant to RI bylaws section
3.030. – will consider disciplining the club, up to and including termination for cause.
(May 2015 Mtg., Bd. Dec.. 194)

Source: March 2005 Mtg., Bd. Dec 235; Amended by October 2013 Mtg., Bd. Dec. 31; October 2014 Mtg., Bd. Dec. 105; January
2015 Mtg., Bd. Dec. 117; May 2015 Mtg., Bd. Dec. 194

5.010.3. Membership of Younger Persons

Clubs should seek out past Rotaractors and other younger persons who are qualified for
membership.

Clubs should find methods of increasing the appeal of membership to young men and
women who demonstrate good character, integrity, and leadership; possess good reputation
within their business, profession, occupation and/or community; and are willing to serve
in their community and/or around the world.

Clubs may waive club dues and admission fees for members under the age of 35. In
addition, clubs may provide payment of district dues for new members in this age group,
and/or, by action at an assembly or conference, districts may reduce the per capita district
dues for new members in this age group. (October 2019 Mtg., Bd. Dec. 29)

Source: January 1970 Mtg. Bd. Dec. 150; June 1990 Mtg., Bd. Dec. 255; February 2002 Mtg., Bd. Dec. 177; June 2002 Mtg., Bd.
Dec. 254; Amended by November 2004 Mtg., Bd. Dec. 59; June 2007 Mtg., Bd. Dec. 226; September 2016 Mtg., Bd. Dec. 28; October
2019 Mtg., Bd. Dec. 29
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June 2020

5.020. New Members

5.020.1. Involvement of New Members

Clubs should encourage all new members to attend club and district events, including the
club assembly and district conference. Clubs should also include new members on club
committees when possible. (November 2004 Mtg., Bd. Dec. 59)

Source: January 1967 Mtg., Bd. Dec. 180; November 2004 Mtg., Bd. Dec. 59

5.020.2. Prohibition of Mandatory Contributions to The Rotary Foundation

The Rotary Foundation has developed on the basis of voluntary contributions.
Contributions to the Foundation shall not be a condition of membership, and any reference
implying such condition of membership shall not appear on the membership application
card. Clubs are prohibited from enacting a bylaw that makes contributions to the
Foundation a condition of membership. Any reference to such contributions on
membership identification cards is not authorized. (November 2004 Mtg., Bd. Dec. 59)

Source: November 1964 Mtg., Bd. Dec. 192; June 1999 Mtg., Bd. Dec. 298; Amended by November 2004 Mtg., Bd. Dec. 59

5.030. Grow Rotary Membership Operational Plan

An emphasis on growing Rotary is a key element of the RI Strategic Plan. The Grow Rotary
Membership operational plan endeavors to align operations and resources to Rotary’s strategic
priorities in order to achieve long-term membership sustainability and growth. This plan supports
our existing Rotary and Rotaract clubs’ efforts to remain relevant and attractive to new members
and deliver an experience that engages and retains existing members. The plan also seeks to
expand Rotary’s reach with innovative models that welcome more participants and gives them
meaningful ways to unite and take action.

Priority: Increase Impact

Membership Initiatives:
--Ensure a consistent message that growing Rotary is the highest internal organizational priority
of Rotary International while polio eradication remains Rotary’s highest program priority.
--Continued and coordinated vision, a unified focus and engagement of RI and TRF Senior
Leadership and staff.
--Enhance membership initiatives evaluation and membership reporting and measurement.

Priority: Expand Reach

Membership Initiatives:
--Improve Rotary’s overall age, gender, ethnic and vocational diversity based on the existing
qualifications for membership.
--Strengthen the collaboration and partnership between Rotary and Rotaract clubs.
--Develop new club types and alternative participant models and additional products that appeal
to our target market.
--Leverage Rotary events at all levels as opportunities to better connect with existing and
prospective members and participants, including sponsors.
--Increase understanding of Rotary and promote use of Rotary resources.
Rotary Code of Policies 21
June 2020

Priority: Enhance Participant Engagement

Membership Initiatives:
--Improve membership recognition opportunities for effective clubs and members.
--Encourage clubs to offer opportunities that engage participants, personally and professionally.
--Encourage clubs to offer local and international service opportunities, including The Rotary
Foundation, to engage current and prospective members and participants.
--Develop indices to measure member engagement and incentivize clubs to maximize their results.
--Increase resources, curriculum, and partnerships focused on leadership and skill-building.

Priority: Increase Ability to Adapt

Membership Initiatives:
--Continue to support surveys of existing, prospective and terminated club members to be able to
enhance member value and increase retention.
--Continue to conduct business and technical process reviews and implement improvements as
warranted.
--Continue to promote diversity in composition and recommendations of RI Membership
Committee. (October 2019 Mtg., Bd. Dec. 67)

Source: October 2019 Mtg., Bd. Dec. 67

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Rotary Code of Policies 22
June 2020

Article 6. Former Rotarians and Family of Current Rotarians

6.010. Former Rotarians

6.020. Involvement of Partners and Other Family Members of Rotarians

6.010. Former Rotarians

6.010.1. Past Rotarians

The use of any name by an organization which would indicate a connection with RI is
prohibited unless specifically provided for under the RI constitutional documents.
(October 2013 Mtg., Bd. Dec. 31)

Source: June 1925 Mtg., Bd. Dec. IV(k); Amended by November 2004 Mtg., Bd. Dec. 59

6.010.2. Jurisdiction of RI Board in Club Dispute

A dispute between a former Rotarian and the Rotary club in which he or she formerly held
membership is not within the jurisdiction of the RI Board, with the exception of matters
submitted to the general secretary under the provisions of the RI Bylaws. (October 2013
Mtg., Bd. Dec. 31)

Source: July 1948 Mtg., Bd. Dec. 45; Amended by June 2007 Mtg., Bd. Dec. 226; October 2013 Mtg., Bd. Dec. 31

Cross References

34.040.9. Use of Name "Rotary" and Rotary Emblem by Former Rotarians

6.020. Involvement of Partners and Other Family Members of Rotarians

Clubs and districts are encouraged to plan and implement service projects in such a manner that
the partners and other family members of Rotarians can easily participate.

Clubs and districts are encouraged to organize educational, service, and fellowship programs and
events in such a manner that the partners and other family members of Rotarians can attend and
participate. (October 2013 Mtg., Bd. Dec. 31)

Source: August 1999 Mtg., Bd. Dec. 71. See also COL 89-139.

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Rotary Code of Policies 23
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Article 7. Club Meetings and Attendance

7.010. Club Meeting Location

7.020. Programs for Club Meetings
7.030. Speakers for Club Meetings
7.040. Club Assembly
7.050. Reporting Club Attendance
7.060. Visitors and Guests
7.070. Joint Meetings with Other Service Clubs

7.010. Club Meeting Location

Clubs should hold their regular meeting within their locality. Each club is autonomous in
determining its place of meeting. However, as each member of a club is entitled to attend the
meeting of any other club, it is expected that each club will meet in a place where any member of
any club in the world can attend its meeting. (October 2013 Mtg., Bd. Dec. 31)

Source: January 1947 Mtg., Bd. Dec. 166 February 1999 Mtg., Bd. Dec. 245; November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec.
59

7.020. Programs for Club Meetings

7.020.1. Club Programs: Rotary Education

Clubs should periodically hold regular meetings exclusively for imparting Rotary
information, Rotary education, and leadership training to their members. (November 2004
Mtg., Bd. Dec. 59)

Source: January 1936 Mtg., Dec. of Exec. Comm. E58; Amended by February 2003 Mtg., Bd. Dec. 285; November 2004 Mtg., Bd.
Dec. 59

7.020.2. Club Programs: Issues of Public Interest

A club may properly discuss public questions of interest to its members provided that,
when such questions are controversial, both sides are adequately presented. No corporate
action shall be taken on any pending controversial public measure. (November 2004 Mtg.,
Bd. Dec. 59)

Source: January 1957 Mtg., Bd. Dec. 169; Amended by November 2004 Mtg., Bd. Dec. 59. See also February 1982 Mtg. Bd. Dec.
285

7.020.3. Club Programs: Cultural, Economic and Geographical Conditions

Clubs should arrange programs on cultural, economic and geographical conditions in
countries other than their own as a means of helping to overcome possible difficulties
arising from language barriers and differences in cultural and social backgrounds.
(November 2004 Mtg., Bd. Dec. 59)

Source: January 1964 Mtg., Bd. Dec. 149

Rotary Code of Policies 24
June 2020

7.020.4. Club Programs: The Rotary Foundation

Clubs should present at least two meeting programs during each Rotary year, one of which
should occur during the month of November, which has been designated as The Rotary
Foundation month, on the purpose, programs and fund development activities of The
Rotary Foundation. (November 2004 Mtg., Bd. Dec. 59)

Source: June 2001 Mtg., Bd. Dec. 350; Amended by November 2001 Mtg., Bd. Dec. 43; November 2004 Mtg., Bd. Dec. 59

7.030. Speakers for Club Meetings

7.030.1. Expenses of Speakers

Clubs that invite officers of RI, past officers of RI, or other Rotarians to come for visits are
expected to pay their expenses. (June 1998 Mtg., Bd. Dec. 348)

Source: May-June 1970 Mtg., Bd. Dec. 196

7.040. Club Assembly

The club assembly is a meeting of all club members, including the club’s officers, directors and
committee chairs, held for the purpose of conferring on the program and activities of the club or
for membership education. All members of the club are urged to attend the assembly. The club
president, or other designated officer, presides at club assemblies. (October 2013 Mtg., Bd. Dec.
31)

Source: February-March 1983 Mtg., Bd. Dec. 248; Amended by February 2003 Mtg., Bd. Dec. 279

7.050. Reporting Club Attendance

Club secretaries shall send their monthly membership/attendance reports to their respective
governors within 15 days of the last meeting of the club each month. (October 2013 Mtg., Bd.
Dec. 31)

Source: May-June 1980 Mtg., Bd. Dec. 354; Amended by February 1999 Mtg., Bd. Dec. 209; October 2013 Mtg., Bd. Dec. 31. Affirmed by
October-November 1980 Mgt. Bd. Dec. 107

7.060. Visitors and Guests

7.060.1. Guests at Club Meetings

Clubs should encourage members to invite guests to regular club meetings so that non-
Rotarian members of the community may be better informed about the function of the club
and its aims and objects. (November 2004 Mtg., Bd. Dec. 59)

Source: January 1973 Mtg., Bd. Dec. 125; Amended by November 2004 Mtg., Bd. Dec. 59. See also January 1916 Mgt. Bd. Dec. 16
Rotary Code of Policies 25
June 2020

7.060.2. Students as Club Guests

Clubs are encouraged to invite students to be guests at club meetings. Clubs are encouraged
to take an active interest in students at universities and schools and to see that they are
familiar with the ideals and principles of Rotary. (November 2004 Mtg., Bd. Dec. 59)

Source: January 1927 Mtg., Bd. Dec. IV(i); Amended by November 2004 Mtg., Bd. Dec. 59

7.060.3. Rotary Alumni as Guests

Clubs are encouraged to welcome Rotary alumni as guests at their meetings, particularly
alumni who have recently moved to the locality of the club. The alumni will be expected
to pay the same costs of attendance as paid by visiting Rotarians. (October 2014 Mtg., Bd.
Dec. 38)

Source: June 2007 Mtg., Bd. Dec. 231; Amended by October 2014 Mtg., Bd. Dec. 38

7.070. Joint Meetings with Other Service Clubs

Except on specific occasions approved by the club’s board, Rotary clubs may not hold their regular
meetings with other service clubs. (November 2004 Mtg., Bd. Dec. 59)

Source: June 1924 Mtg. Bd. Dec. IX (c). Amended by May 1943 Mtg. Bd. Dec. 221; November 2004 Mtg., Bd. Dec. 59. See also February 1923
Mtg. Bd. Dec. IX (c)(2)

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Rotary Code of Policies 26
June 2020

Article 8. Club Programs

8.010. Club Autonomy of Activities

8.020. Special Observances
8.030. Basic Principles of Vocational Service
8.040. Basic Principles of Community Service
8.050. Club-Level Training

8.010. Club Autonomy of Activities

Clubs should develop their own programs according to the needs of their communities. It is not
within the scope of the program of RI to sponsor or prescribe for any club a particular service
project or program.

A fundamental principle of RI is the substantial autonomy of the member clubs.

The constitutional and procedural restrictions on clubs are kept to a minimum necessary to
preserve the fundamental and unique features of Rotary. Within that provision there is the
maximum flexibility in interpretation and implementation of RI policy, especially at the club level.
(April 2016 Mtg., Bd. Dec. 157)

Source: May-June 1927 Mtg., Bd. Dec. XIV(b)(3); May-June 1958 Mtg. Bd. Dec. 202; January 1963 Mtg., Bd. Dec. 90; Amended by November
2004 Mtg., Bd. Dec. 59; April 2016 Mtg., Bd. Dec. 157

8.020. Special Observances

In order to recognize and focus service, the Board has established several observances:

Special Observance Month/Week/Day

(No monthly observance) July
Membership and New Club Development Month August
Area of Focus: Basic Education and Literacy Month September
Area of Focus: Community Economic Development Month October
Rotary Alumni Reconnect Week Week (Monday through
Sunday) that includes
7 October
World Interact Week Week (Monday through
Sunday) that includes
5 November
The Rotary Foundation Month November
Area of Focus: Disease Prevention and Treatment Month December
Vocational Service Month January
Area of Focus: Peacebuilding and Conflict Prevention Month February
Rotary’s Anniversary: World Understanding and Peace Day 23 February
Rotary Code of Policies 27
June 2020

Special Observance Month/Week/Day

Area of Focus: Water, Sanitation and Hygiene Month March
World Rotaract Week Week (Monday through
Sunday) that includes
13 March
Area of Focus: Maternal and Child Health Month April
Youth Service Month May
Rotary Fellowships Month June
(January 2020 Mtg. Bd. Dec. 85)

Source: January 1956 Mtg., Bd. Dec. 168; May 1956 Mtg., Bd. Dec. 238; January 1958 Mtg., Bd. Dec. 137; January 1958 Mtg., Bd. Dec. 141;
November 1964 Mtg., Bd. Dec. 192; February 1977 Mtg., Bd. Dec. 268; February 1982 Mtg., Bd. Dec. 248; February 1987 Mtg., Bd. Dec. 299;
November 1987 Mtg., Bd. Dec. 144; November 1990 Mtg., Bd. Dec. 116; February 1996 Mtg., Bd. Dec. 219; November 2000 Mtg., Bd. Dec. 138;
July 2003 Mtg., Bd. Dec. 20; July 2005 Mtg., Bd. Dec. 17; November 2004 Mtg., Bd. Dec. 59; November 2006 Mtg., Bd. Dec. 35; October 2014
Mtg., Bd. Dec. 81; January 2015 Mtg., Bd. Dec. 118; January 2017 Mtg., Bd. Dec. 87; January 2020 Mtg., Bd. Dec. 85

8.030. Basic Principles of Vocational Service

8.030.1. Statement on Vocational Service

Vocational Service is the manner in which Rotary fosters and supports the application of
the ideal of service in the pursuit of all vocations.

The second Object of Rotary is the basis for vocational service, specifically, encouraging
and fostering:

 high ethical standards in business and professions;

 the recognition of the worthiness of all useful occupations;
 the dignifying of each Rotarian’s occupation as an opportunity to serve society.

Inherent in the vocational service ideals expressed above are:

1) Faithfulness and fidelity to employers, employees and associates, fair treatment of them
and of competitors, the public, and all those with whom one has any business or
professional relationships;

2) The contribution of one’s vocational talents to the problems and needs of society.

Vocational service is both the responsibility of a club and of its members. The role of the
club is to implement and encourage the objective by frequent demonstration, by application
to its own actions, by example and by development of projects that help members
contribute their vocational talents. The role of the members is to conduct themselves, their
businesses, their occupations, and their professions in accordance with Rotary principles
and to respond to projects which the club has developed. (October 2019 Mtg., Bd. Dec.
29)

Source: October-November 1987 Mtg., Bd. Dec. 164; Amended by January 2014 Mtg., Bd. Dec. 88; October 2019 Mtg., Bd. Dec. 29;
Affirmed by June 2001 Mtg., Bd. Dec. 352
Rotary Code of Policies 28
June 2020

8.030.2. Rotarian Code of Conduct

The following code of conduct has been adopted for the use of Rotarians:

As a Rotarian, I will

1) Act with integrity and high ethical standards in my personal and professional life

2) Deal fairly with others and treat them and their occupations with respect

3) Use my professional skills through Rotary to: mentor young people, help those with
special needs, and improve people’s quality of life in my community and in the world

4) Avoid behavior that reflects adversely on Rotary or other Rotarians

5) Help maintain a harassment-free environment in Rotary meetings, events, and activities,

report any suspected harassment, and help ensure non-retaliation to those individuals
that report harassment. (January 2019 Mtg., Bd. Dec. 119)

Source: COL 89-148; Amended by May 2011 Mtg., Bd. Dec. 204; September 2011 Mtg., Bd. Dec. 87; October 2013 Mtg., Bd. Dec.
31; January 2014 Mtg., Bd. Dec. 88; October 2014 Mtg., Bd. Dec. 60; January 2019 Mtg., Bd. Dec. 119

8.030.3. Key Messages on Vocational Service

Rotarians, clubs, and districts should implement the following strategies in their support of
Vocational Service:
 Strengthen the emphasis on vocation and classification in new member recruitment and
induction
 Identify means of emphasizing vocation in club activities
 Create a stronger emphasis on business networking with integrity in Rotary at the club
and district level
 Focus more attention on business networking with integrity as a means of attracting
and mentoring the new generation
 Emphasize the connection between the Four Way Test and the Rotarian Code of
Conduct and their importance to the values of Rotary (January 2012 Mtg., Bd. Dec.
158)

Source: May 2011 Mtg., Bd. Dec. 204; Amended by September 2011 Mtg., Bd. Dec. 87

8.040. Basic Principles of Community Service

8.040.1. 1923 Statement on Community Service

Community Service is to encourage and foster the application of the ideal of service in
each Rotarian’s personal, business and community life.

In carrying out this application of the ideal of service, many clubs have developed various
Community Service activities as affording opportunities for service by their members. For
the guidance of Rotarians and Rotary clubs and to formulate a policy for Rotary toward
Rotary Code of Policies 29
June 2020

Community Service activities, the following principles are recognized and accepted as
sound and controlling:

1) Fundamentally, Rotary is a philosophy of life that undertakes to reconcile the ever

present conflict between the desire to profit for one’s self and the duty and consequent
impulse to serve others. This philosophy is the philosophy of service - “Service Above
Self” - and is based on the practical ethical principle that “One profits most who serves
best.”

2) Primarily, a Rotary club is a group of representative business and professional people

and community leaders who have accepted the Rotary philosophy of service and are
seeking:

First, to study collectively the theory of service as the true basis of success and happiness
in business and in life; and second, to give, collectively, practical demonstrations of it to
themselves and their community; and third, each as an individual, to translate its theory
into practice in business and in everyday life; and fourth, individually and collectively, by
active precept and example, to stimulate its acceptance both in theory and practice by all
non-Rotarians as well as by all Rotarians;

3) RI is an organization that exists:

a) for the protection, development and worldwide propagation of the Rotary ideal of
service;

b) for the establishment, encouragement, assistance and administrative supervision of

Rotary clubs;

c) as a clearinghouse for the study of their problems and, by helpful suggestion but not
compulsion, for the standardization of their practices and of such Community Service
activities, and only such Community Service activities, as have already been widely
demonstrated by many clubs as worthwhile and as are within, and will not tend to obscure,
the Object of Rotary as set out in the RI Constitution.

4) Because they who serve must act, Rotary is not merely a state of mind, nor Rotary
philosophy merely subjective, but must translate itself into objective activity; and the
individual Rotarian and the Rotary club must put the theory of service into practice.
Accordingly, corporate action by Rotary clubs is recommended under the safeguards
provided herein. It is desirable that every Rotary club sponsor a major Community Service
activity each fiscal year, varied from year to year if possible before the end of the fiscal
year. This activity is to be based upon a real community need and should require the
collective cooperation of all its members. This is to be in addition to the club’s continuing
its program for the stimulation of the club members to individual service within the
community.

5) Each individual Rotary club has absolute autonomy in the selection of such Community
Service activities as appeal to it and as are suited to its community; but no club should
allow any Community Service to obscure the Object of Rotary or jeopardize the primary
purpose for which a Rotary club is organized; and RI, although it may study, standardize
Rotary Code of Policies 30
June 2020

and develop such activities as are general and make helpful suggestions regarding them,
should never proscribe any Community Service activity for any club.

6) Although regulations are not prescribed for an individual Rotary club in the selection
of Community Service activities, the following rules are suggested for its guidance:

a) Because of the limited membership of Rotary, only in a community where there is no

adequate civic or other organization in a position to speak and act for the whole community
should a Rotary club engage in a general Community Service activity that requires for its
success the active support of the entire citizenship of the community, and where a chamber
of commerce exists, a Rotary club should not trespass upon or assume its functions, but
Rotarians, as individuals committed to and trained in the principle of service, should be
members of and active in their chambers of commerce and as citizens of their community
should, along with all other good citizens, be interested in every general Community
Service activity, and, as far as their abilities permit, do their part in money and service;

b) As a general matter, no Rotary club should endorse any project, no matter how
meritorious, unless the club is prepared and willing to assume all or part of the
responsibility for the accomplishment of that which it endorses;

c) While publicity should not be the primary goal of a Rotary club selecting an activity, as
a means of extending Rotary’s influence, proper publicity should be given to a worthwhile
club project well carried out;

d) A Rotary club should avoid duplication of effort and in general should not engage in an
activity that is already being well handled by some other agency;

e) A Rotary club in its activities should preferably cooperate with existing agencies, but
where necessary may create new agencies where the facilities of the existing agencies are
insufficient to accomplish its purpose. It is better for a Rotary club to improve an existing
agency than to create a new and duplicative agency;

f) In all its activities a Rotary club acts best and is most successful as a propagandist. A
Rotary club discovers a need but, where the responsibility is that of the entire community,
does not seek alone to remedy it but to awaken others to the necessity of the remedy,
seeking to arouse the community to its responsibility so that this responsibility may be
placed not on Rotary alone but on the entire community where it belongs; and while Rotary
may initiate and lead in the work, it should endeavor to secure the cooperation of all other
organizations that ought to be interested and should seek to give them full credit, even
minimizing the credit to which the Rotary club itself is entitled;

g) Activities which enlist the individual efforts of all Rotarians generally are more in
accord with the genius of Rotary than those requiring only the mass action of the club,
because the Community Service activities of the Rotary club should be regarded only as
laboratory experiments designed to train members of a Rotary club in service. (January
2012 Mtg., Bd. Dec. 158)

Source: RI Convention Proceedings 23-34; 26-6; 36-15; 51-9; 66-49; Amended by June 2007 Mtg., Bd. Dec. 226; January 2012 Mtg.,
Bd. Dec. 158
Rotary Code of Policies 31
June 2020

8.040.2. 1992 Statement on Community Service

Rotary Community Service encourages and fosters the application of the ideal of service
to the personal, business and community life of every Rotarian. In carrying out this
application of the ideal of service, a variety of activities developed by Rotary clubs have
afforded significant opportunities for service by their members. For the guidance of
Rotarians and to formulate a policy for Rotary toward Community Service activities, the
following principles are recognized:
Community Service is an opportunity for every Rotarian to exemplify “Service Above Self.”
It is the commitment and social responsibility of every Rotarian and Rotary club to improve
the quality of life for those who live in the community and to serve the public interest.

In this spirit, clubs are encouraged to:

1) review regularly service opportunities within their communities and involve each club
member in an assessment of community needs

2) capitalize on the unique vocational and avocational talents of members in implementing

their Community Service projects

3) initiate projects in accordance with the needs of the community and commensurate with
the club’s standing and potential in the community, recognizing that every Community
Service activity, however small, is important

4) work closely with the Interact clubs, Rotaract clubs, Rotary Community Corps, and
other groups which they sponsor in order to coordinate Community Service efforts

5) identify opportunities to enhance Community Service projects through Rotary programs

and activities at the international level

6) involve the community, when desirable and feasible, in implementing Community

Service projects, including the provision of required resources

7) cooperate with other organizations in accordance with RI policy, to achieve Community

Service objectives

8) achieve proper public recognition for their Community Service projects

9) act as catalysts to encourage other organizations to work together in Community Service

efforts

10) transfer responsibility for continuing projects, when appropriate, to community, service,
or other organizations so that the Rotary club can become involved in new projects

As an association of clubs, RI has the responsibility to communicate news of Community

Service needs and activities, and from time to time suggest programs or projects which
advance the Object of Rotary and which would benefit from the concerted efforts of
Rotarians, clubs and districts who wish to participate. (May 2003 Mtg., Bd. Dec. 325)

Source: COL 92-286

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June 2020

8.040.3. Participation in Community Service Activities by Clubs and Districts

As a basis for effective Community Service, all club presidents are encouraged to appoint
Rotarians to serve on Community Service subcommittees, as needed, within the following
groups: Human Development, Community Development, Environmental Protection, and
Partners in Service. These subcommittees are urged to:

1. ascertain community needs by comprehensive survey and analysis of the particular

relative circumstances in their respective localities;

2. encourage individual club members to supplement and strengthen such survey and
analysis by exploring the locality of the club in their personal and vocational capacities
for the purpose of discovering community needs;

3. meet with other community organizations for discussion and exchange of ideas where
such meetings can be undertaken in harmony with established policy;

4. include as a factor in considering prospective members, their demonstrated active

interest in and familiarity with community needs. (November 2004 Mtg., Bd. Dec. 59)

Source: January 1964 Mtg., Bd. Dec. 148. Amended by June 1990 Mtg., Bd. Dec. 259

8.040.4. Preserve Planet Earth

Preserve Planet Earth encourages Rotary clubs to promote awareness among Rotarians and
increase the number of environmental service projects. These activities are part the third
avenue of service, Community Service. (January 2011 Mtg., Bd. Dec. 146)

Source: January 2011 Mtg., Bd. Dec. 146

Cross References

17.030.3. District Community Service Committee

8.050. Club-Level Training

8.050.1. Club Trainer

The club president-elect may wish to appoint a club trainer(s) to oversee the club training
plan during the coming year. The club trainer serves a one year term, with a limit of three
consecutive terms. The club trainer should work with the club’s board and committees to
ensure all training needs are met and work with the district training committee, the assistant
governor assigned to the club, and the district governor for support and ideas. (November
2006 Mtg., Bd. Dec. 104)

Source: November 2006 Mtg., Bd. Dec. 104

Rotary Code of Policies 33
June 2020

8.050.2. Club Training Plan

The club should have a comprehensive training plan that ensures

1. Club leaders attend district training meetings as appropriate

2. Orientation is consistent and regularly provided to new members
3. Ongoing educational opportunities are available for current members
4. A leadership skills development program is available for all members. (November 2006
Mtg., Bd. Dec. 104)

Source: November 2006 Mtg., Bd. Dec. 104

8.050.3. Club Leadership Development Seminar

Purpose:
To develop the personal leadership skills of club members thereby enhancing their
professional life and developing future club leaders.

Participants:
Any interested Rotarian may attend

Suggested topics:
 Communication skills
 Leadership styles
 Leading and motivating volunteers
 Mentoring
 Time management
 Goal setting and accountability
 Strategic planning
 Ethics (4-Way Test)
 Building Consensus
 Team work

Organizer:
Club trainer, club president, assistant governor, and/or district training committee
(November 2006 Mtg., Bd. Dec. 107)

Source: November 2006 Mtg., Bd. Dec. 107


Rotary Code of Policies 34
June 2020

Article 9. Club Finances and Public Relations

9.010. Club Finances

9.020. Clubs in Arrears to RI
9.030. Status of Suspended Clubs
9.040. Participation of Clubs in Fundraising Activities
9.050. Club Public Relations

9.010. Club Finances

At the beginning of each fiscal year the club’s board of directors shall prepare or cause to be
prepared a budget of estimated income and estimated expenditures for the year, which, having
been agreed to by the board, shall stand as the limit of expenditures for the respective purposes
unless otherwise ordered by action of the board.

All bills shall be paid by the treasurer, or other authorized officer, only after approval by two other
officers or directors. An annual financial review by a qualified person shall be made of all the
club’s financial transactions. (January 2008 Mtg., Bd. Dec. 142)

Source: November 2004 Mtg., Bd. Dec. 59; Amended by January 2008 Mtg., Bd. Dec. 142

9.010.1. Attendance of Incoming Club Presidents at Convention

Within the constraints of their budgets, clubs should consider sending the club's incoming
president to the International Convention as the club's delegate. (June 1998 Mtg., Bd. Dec.
348)

Source: July 1934 Mtg., Bd. Dec. 25

9.010.2. Club Promotion of Community Service Activities

Rotary clubs are encouraged to allocate an appropriate portion of their budget annually for
the purpose of increasing public awareness of club activities within the community. Rotary
clubs are encouraged to enhance the public image of Rotary through public and permanent
identification of club community service activities using the Rotary club name and emblem.
Rotary clubs are encouraged to seek appropriate public and permanent recognition for their
financial and service contributions to other organizations and causes. (June 2002 Mtg., Bd.
Dec. 245)

Source: November 2001 Mtg., Bd. Dec. 124; February 2002 Mtg., Bd. Dec. 194

9.010.3. Support of Rotaract Club Leaders by Sponsor Rotary Clubs

Rotary clubs that sponsor one or more Rotaract clubs are encouraged to allocate an
appropriate portion of their budget annually to provide for the attendance of Rotaract club
officers, directors, and committee chairs at all relevant and necessary district-level training
meetings. (January 2018 Mtg., Bd. Dec. 103)

Source: January 2018 Mtg., Bd. Dec. 103

Rotary Code of Policies 35
June 2020

Cross References

5.020.2. Prohibition of Mandatory Contributions to The Rotary Foundation

18.020.6. Formation of New Clubs: Costs
18.020.7. Admission Fee for New Clubs

9.020. Clubs in Arrears to RI

The procedures outlined in the following subsections govern the payment by clubs of financial
obligations to RI:

9.020.1. Procedures for Collection of Club Past Due Financial Obligations

RI has adopted Procedures for Collection of Club Past Due Financial Obligations, which
include the following:

1) a reminder notice to clubs with unpaid financial obligations of US$250 or more will be
sent 60 days (two months) from due date; another notice will be sent 90 days (three
months) from the due date

2) termination of clubs with unpaid financial obligations of US$250 or more will occur
120 days (four months) from due date

3) clubs with balances of less than US$250 will be contacted for payment, but termination
will not be mentioned

4) balances of US$50 or less will be written off after 180 days from the due date

5) records of all write-offs of club financial obligations will be maintained for review by
the Board at any time. (January 2014 Mtg., Bd. Dec. 79)

Source: July 1997 Mtg., Bd. Dec. 83, Appendix I; Amended by May 2000 Mtg., Bd. Dec. 453; June 2002 Mtg., Bd. Dec. 285; October
2003 Mtg., Bd. Dec. 141; June 2004 Mtg., Bd. Dec. 236; March 2005 Mtg., Bd. Dec. 178; June 2013 Mtg., Bd. Dec. 248; January 2014
Mtg., Bd. Dec. 79

9.020.2. Notification to Clubs of Non-Payment and Termination

A club shall be notified at the end of the second month of non-payment of its financial
obligations and of its possible termination unless payment is made within 120 days of the
due date, or unless arrangements acceptable to the Board are made to pay them. The
termination notification shall be sent no less than 120 days from the due date. (June 2013
Mtg., Bd. Dec. 248)

Source: June 1983 Mtg., Bd. Dec. 333; Amended by October 2003 Mtg., Bd. Dec. 141; June 2013 Mtg., Bd. Dec. 248

9.020.3. Exceptions to Club Notification and Termination Procedures

The general secretary is authorized to make exceptions implementing these guidelines
which in the general secretary's judgment are warranted, based on special or unique
circumstances. (June 1998 Mtg., Bd. Dec. 348)

Source: May-June 1986 Mtg., Bd. Dec. 268

Rotary Code of Policies 36
June 2020

9.020.4. Notice of Termination to Governors and Directors

District governors will receive a listing of clubs terminated for non-payment within their
districts, and RI directors will receive a listing of clubs terminated for non-payment within
their zones. (June 2013 Mtg., Bd. Dec. 248)
Source: June 1983 Mtg., Bd. Dec. 333; Amended by October 2003 Mtg., Bd. Dec. 141; June 2013 Mtg., Bd. Dec. 248

9.020.5. Reinstatement of Clubs Terminated Due to Non-Payment of Financial

Obligations
A terminated club may only seek to be reinstated up to five months (150 days) after its
termination. When a club seeks to be reinstated within this time period, it must pay the
full amount of its outstanding financial obligations and a US$30.00 per member
reinstatement fee. Additionally, clubs must provide a current membership list. If only
partial payment is made within the five month reinstatement period, that amount will be
applied to the terminated club’s delinquent financial obligation. Terminated clubs that
have not fulfilled reinstatement requirements, which include the full amount of their
outstanding financial obligations the reinstatement fee, and membership reporting within
five months (150 days) of termination shall lose their original charter and are not eligible
for reinstatement. Reinstated clubs shall maintain their name, history, and charter, and are
considered members in financial good standing eligible to receive the full services of the
association. (January 2015 Mtg., Bd. Dec. 117)
Source: October 1998 Mtg., Bd. Dec. 166; Amended by May 2003 Mtg., Bd. Dec. 325; October 2003 Mtg., Bd. Dec. 141; February
2004 Mtg., Bd. Dec. 220; June 2005 Mtg., Bd. Dec. 328; June 2013 Mtg., Bd. Dec. 248; January 2014 Mtg., Bd. Dec. 96; January
2015 Mtg., Bd. Dec. 117

9.030. Status of Suspended Clubs

The suspension of a club will result in the imposition of the following measures until such time
that the club has been reinstated by the board, pursuant to RI Bylaws section 3.030.6.:

1) Club is not authorized to submit suggestions to the nominating committee for governor
2) Club is not authorized to vote at the district conference, district assembly and in any authorized
ballot-by-mail
3) Club is not authorized to concur with any proposed legislation submitted to the Council on
Legislation or resolutions to the Council on Resolutions
4) Club is not authorized to concur with a challenge to the nomination of a candidate for district
governor
5) Secretariat services cease immediately, including services of The Rotary Foundation, such as
the acceptance of new, or the processing of current program applications; and the recognition
of clubs as sponsors or hosts of active Rotary Foundation program awards
6) Club will not receive the following services from the governor: a monthly letter, inclusion on
district mailing lists, and an official visit. (October 2019 Mtg., Bd. Dec. 29)
Source: June 1983 Mtg., Bd. Dec. 333; Amended by June 2006 Mtg., Bd. Dec. 258; January 2014 Mtg., Bd. Dec. 79; September 2016 Mtg., Bd.
Dec. 28; October 2019 Mtg., Bd. Dec. 29
Rotary Code of Policies 37
June 2020

9.040. Participation of Clubs in Fundraising Activities

9.040.1. Legal Requirement for Club Fundraising

Where local laws require a provision in a club's constitution for fundraising, a club desiring
such authority shall act under the provisions of RI Bylaws section 2.030.3. and seek
approval of the Board for amendment of its constitution to meet local requirements.

Where such club requests are required by law, they shall be favorably considered. The
general secretary is authorized to act for the Board in such cases. (October 2013 Mtg., Bd.
Dec. 31)

Source: January 1958 Mtg., Bd. Dec. 112; Amended by November 2004 Mtg., Bd. Dec. 59; October 2013 Mtg., Bd. Dec. 31

Cross References

35.070.1. Use of Rotary Marks on Telephone Cards

35.070.2. Use of Rotary Marks on Affinity Credit Cards

9.050. Club Public Relations

Clubs are expected to maintain positive public and news media relations. Clubs should be
encouraged to sponsor meetings to which the public is invited.

Public relations should be directed to several audiences: Media, local government officials, the
business community, civic leaders and organizations, as well as qualified candidates for
membership and people directly affected by Rotary service projects. (October 2013 Mtg., Bd. Dec.
31)

Source: January 1933 Dec. of Exec. Comm. 152M; November 1983 Mtg., Bd. Dec. 124; Amended by November 2004 Mtg., Bd. Dec. 59

9.050.1. Rotarians’ Responsibility in Promotion of Rotary

Individual Rotarians are urged to help their Rotary clubs to become more identifiable in
their communities by personally informing others about what Rotary is and does, in order
to improve and expand Rotary growth and service. (October 2013 Mtg., Bd. Dec. 31)

Source: November 1995 Mtg., Bd. Dec. 82

9.050.2. Publicity for Club Projects and Activities

Clubs are expected to seek publicity for successful service projects and activities which
illustrate Rotary's aims and accomplishments.

Experience shows the following Rotary Stories are most effectively promoted:
1. Outstanding volunteers
2. Interaction between people in developed and developing countries
3. Local Rotary and/ or The Rotary Foundation projects
4. Rotary exchange program individuals such as Youth Exchange students, Ambassadorial
Scholars, or GSE participants
5. Human interest stories of people benefiting from Rotary service
Rotary Code of Policies 38
June 2020

6. PolioPlus activities – particularly in polio-endemic areas. (November 2004 Mtg., Bd.

Dec. 59)

Source: November 1983 Mtg., Bd. Dec. 124; November 2004 Mtg., Bd. Dec. 59

9.050.3. Club Relations with Media

Clubs should reach out to the public by sharing their stories with the local media. This can
be done by identifying media targets, developing a media list and contacting appropriate
media with a press release.

In addition, club activities should include talks to clubs by news media personnel on the
role of the media. (October 2013 Mtg., Bd. Dec. 31)

Source: February 1978 Mtg., Bd. Dec. 271; Amended by November 2004 Mtg., Bd. Dec. 59

9.050.4. Public Relations Training for Club Officers

Clubs are encouraged to seek resources among their membership to train officers in
effective techniques to use in response to news media inquiries and interviews. Clubs also
are encouraged to include a segment on Rotary public relations in all club leadership
training. (October 2013 Mtg., Bd. Dec. 31)

Source: November 1991 Mtg., Bd. Dec. 137; Amended by November 2004 Mtg., Bd. Dec. 59

9.050.5. Publicity for RI Through The Rotarian

Clubs should encourage Rotarians to pass their copy of the magazine along to non-
Rotarians; subscribe for the magazine for the local newspaper editor who is not a Rotarian;
place the magazine in the public school libraries; and pass along to the editors suggestions
for articles, and news of club activities. (October 2013 Mtg., Bd. Dec. 31)

Source: January 1936 Mtg., Bd. Dec. 197; Amended by November 2004 Mtg., Bd. Dec. 59; October 2013 Mtg., Bd. Dec. 31

9.050.6. Adverse Public Relations

Every club should take positive steps to prevent or correct any attitudes within its
community or conditions within the club that may harm Rotary's reputation and limit its
effectiveness. If negative public opinion is caused by misperceptions of Rotary's purpose
or activities, a club should counter these misperceptions with well-directed public
information and community relations efforts. (October 2013 Mtg., Bd. Dec. 31)

Source: November 1982 Mtg., Bd. Dec. 146

9.050.7. Adverse Public Relations: Governor Involvement

Where a condition exists or a problem arises which may affect other clubs or RI, a club
should advise the governor at the earliest opportunity so that a cooperative effort can be
made to address the problem. It is the governor's responsibility to advise and assist clubs
in preventing or solving local public relations problems and to advise the general secretary.
The general secretary shall assist governors and clubs, keeping the president and the Board
advised and referring to them problems that may require their consideration and action.
(October 2013 Mtg., Bd. Dec. 31)

Source: November 1982 Mtg., Bd. Dec. 146; Amended by October 2013 Mtg., Bd. Dec. 31
Rotary Code of Policies 39
June 2020

9.050.8. Community Speakers

Clubs are encouraged to make available to various groups in their community speakers
who can effectively talk about Rotary. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1973 Mtg., Bd. Dec. 209


Rotary Code of Policies 40
June 2020

Article 10. Club Officers

10.010. Club Officers

10.020. Qualifications of the Club President
10.030. Duties of Club President
10.040. Duties of Club President-elect
10.050. Duties of Club Secretary
10.060. Club Officer Disputes

10.010. Club Officers

10.010.1. Rotation of Club Officers

The best interests of a club are served by observing the principle of rotation in office. This
includes membership on the board of directors and chairmanship of committees as well as
the offices of president, secretary, and treasurer. Club officers should not be encouraged
or expected to hold office for two successive years; however, clubs may sometimes find it
advantageous to elect an officer for a second and successive year or to re-elect a former
officer of the club. (September 2016 Mtg., Bd. Dec. 28)

Source: January 1936 Dec. of Exec. Comm. E34; January 1938 Mtg., Bd. Dec. 169; November 2004 Mtg., Bd. Dec. 59; Amended by
January 1943 Mtg., Bd. Dec. 123; September 2016 Mtg., Bd. Dec. 28. Affirmed by Jan 1963 Mtg., Bd. Dec. 113. See also April 1922
Mtg. Bd. Dec. 9 (S)

10.010.2. Annual Recognition of Club Officers

Each club is encouraged to hold a meeting at the commencement of each Rotary year for
the purpose of installing its president and other officers, recognizing that such a meeting
provides opportunity for club officers and members to renew and reaffirm their
commitment to the objectives of RI. Such meetings may provide a public relations
opportunity to acquaint the community with the purpose and goals of Rotary. (November
2004 Mtg., Bd. Dec. 59)

Source: November 1982 Mtg., Bd. Dec. 100; Amended by November 2004 Mtg., Bd. Dec. 59

10.020. Qualifications of the Club President

In addition to the qualifications listed in the Standard Rotary Club Constitution, the club president
should:

1. possess leadership skills

2. have sufficient time to lead and carry out the work of the club
3. have served in the club as a board member or as chair or member of one or more of the major
committees or as club secretary
4. possess a working knowledge of the club constitution and bylaws
5. have attended one or more district conferences and international conventions. (November 2004
Mtg., Bd. Dec. 59)

Source: January 1947 Mtg., Bd. Dec. 164; April 1971 Mtg. Bd. Dec. 231. See also January 1963 Mtg. Bd. Dec. 112
Rotary Code of Policies 41
June 2020

10.030. Duties of Club President

The club president has the following duties:

1. presides at meetings of the club

2. ensures that each meeting is carefully planned, opening and adjourning on time
3. presides at regular meetings (at least once a month) of the club board of directors
4. appoints club committee chairmen and members who are qualified for the jobs assigned
5. ensures that each committee has definite objectives and each is functioning consistently
6. attends the district conference
7. cooperates with the governor and assistant governor in various club and district Rotary matters
8. supervises the preparation of a club budget and the proper accounting of club finances,
including an annual financial review
9. ensures that a comprehensive training program is implemented by the club and may appoint
a club trainer(s) to carry out the training, if needed
10. ensures that important information from the Governor's "Monthly Letter," and other bulletins
and literature from the Secretariat and governor are passed on to the club members
11. submits each June a comprehensive report to the club on the status of club finances and the
extent to which the club has achieved its objectives for the year
12. works cooperatively with the president-elect before leaving office to ensure the smooth
transition of authority, including the transfer of all relevant records, documents, and financial
information
13. arranges a joint meeting of the incoming and outgoing club boards to ensure the success of
the new administration and to provide continuity of administrations. (October 2013 Mtg., Bd.
Dec. 31)

Source: January 1947 Mtg., Bd. Dec. 164; November 2004 Mtg., Bd. Dec. 59; Amended by November 2006 Mtg., Bd. Dec. 104; January 2008
Mtg., Bd. Dec. 142; October 2013 Mtg., Bd. Dec. 31. See also Jan 1951 Mtg. Bd. Dec. 53; February 1923 Mtg. Bd. Dec. VIII(z)

10.040. Duties of Club President-elect

10.040.1. Appointments for Club Committees

Incoming club presidents-elect shall complete their appointments of club committee
chairmen no later than 31 March. (November 2004 Mtg., Bd. Dec. 59)

Source: October-November 1977 Mtg., Bd. Dec. 123; Amended by November 2004 Mtg., Bd. Dec. 59

10.040.2. Annual Fund Goal-Setting by Clubs

The club president-elect oversees the Annual Fund goal for the club for implementation
during his or her term as president. (November 2004 Mtg., Bd. Dec. 59)

Source: May 2003 Mtg., Bd. Dec. 321; Amended by November 2004 Mtg., Bd. Dec. 59

10.050. Duties of Club Secretary

The club secretary is responsible for timely membership reporting to Rotary International in
addition to any other duties included in the club constitution and bylaws. The club secretary must
report the incoming club officers for the next Rotary year to Rotary International no later than 1
February. (January 2014 Mtg., Bd. Dec. 96)

Source: January 2014 Mtg., Bd. Dec. 96

Rotary Code of Policies 42
June 2020

10.060. Club Officer Disputes

If there is a dispute within a club as to which members have been duly elected as the club's officers,
the general secretary shall request the district governor to investigate the dispute. The governor
shall notify the general secretary which of the members should be properly recognized as the club
officers. Until the dispute is resolved, the general secretary may rely upon the findings of the
governor as to which club members should be recognized as club officers for RI's administrative
purposes. (November 2007 Mtg., Bd. Dec. 98)

Source: November 2007 Mtg., Bd. Dec. 98


Rotary Code of Policies 43
June 2020

Article 11. Club Relationships With Rotarians and Others

11.010. Circularization

11.010. Circularization

11.010.1. Rotary Clubs - Approval to Solicit Cooperation, Financial Aid, or Participation

in Commercial Ventures
A club desiring to actively request (using e-mail, telephone, mail, fax, etc.) the cooperation
of one or more other clubs or members of other clubs, shall first submit its purpose and
plans to the governor or governors of the involved area and secure his, her or their approval.
Clubs requesting cooperation with non-active methods (using websites, social media or
other emerging technologies that rely on individuals or groups opting in to share or receive
communications) are exempt from this policy.

No club shall actively solicit financial assistance or participation in commercial ventures

from any other Rotary club or from individual Rotarians other than its own members unless
it first secures authorization from the RI Board.

A Rotarian shall not circularize Rotary clubs or other Rotarians on matters affecting his or
her individual business interests.

A Rotary club(s) engaging in these types of activities must comply with RI policy for use
of the Rotary Marks, including use of proper identification and qualifying language
regarding the Rotary club(s).

The general secretary shall request the governors of any districts having clubs involved in
unauthorized active solicitations to take action to end such activities. Continued non-
compliance with this policy shall be reported to the RI Board for possible discipline for
cause, up to and including termination of the club. (May 2012 Mtg., Bd. Dec. 297)
Source: January 1937 Mtg., Bd. Dec. 108; Amended by May 1956 Mtg., Bd. Dec. 207; COL 80-102; November 2004 Mtg., Bd. Dec.
59; March 2005 Mtg., Bd. Dec. 201; June 2007 Mtg., Bd. Dec. 270; May 2012 Mtg., Bd. Dec. 297

11.010.2. Multidistrict Activities and Projects – Approval to Solicit Cooperation, Financial

Aid, or Participation in Commercial Ventures, including Telemarketing
A multidistrict entity desiring to request the cooperation of clubs or Rotarians, outside its
own membership, in connection with any matter whatsoever, by any means, including
telemarketing, shall first submit its purpose and plans to the governor or governors of the
involved area and secure his, her, or their approval.

A multidistrict entity(ies) engaging in these types of activities must comply with RI policy
for use of the Rotary Marks, including use of proper identification and qualifying language
regarding the multidistrict entity(ies).

No multidistrict entity shall solicit financial assistance or participation in any commercial

venture from any Rotary club or from Rotarians other than its own members without
authorization from the RI Board.
Rotary Code of Policies 44
June 2020

Multidistrict entities that are not in compliance with this circularization policy could lose
their multidistrict status. (June 2007 Mtg., Bd. Dec. 270)
Source: October 2003 Mtg., Bd. Dec. 41; Amended by November 2004 Mtg., Bd. Dec. 59; March 2005 Mtg., Bd. Dec. 201; June 2007
Mtg., Bd. Dec. 270

11.010.3. Global Networking Groups - Approval to Solicit Cooperation, Financial Aid, or

Participation in Commercial Ventures, including Telemarketing
A Global Networking Group desiring to request the cooperation of districts, clubs or
Rotarians outside of its own membership in connection with any matter whatsoever, by
any means, including telemarketing, shall first submit its purpose and plans to the governor
or governors of the involved area and secure his, her, or their approval.

Global Networking Groups engaging in these types of activities must comply with RI
policy for use of the Rotary Marks, including use of proper identification and qualifying
language regarding the Global Networking Group.

No Global Networking Group shall solicit financial assistance or participation in commercial

ventures from any Rotary district or club or from individual Rotarians other than its own
members unless and until it first secures an authorization from the Board.

Even within the limits described above, it is not permissible for a Rotarian to circularize other
Global Networking Group members on matters affecting his or her individual business
interests. (November 2007 Mtg., Bd. Dec. 32)

Source: March 2005 Mtg., Bd. Dec. 205; Amended by November 2005 Mtg., Bd. Dec. 38; June 2007 Mtg., Bd. Dec. 270; November
2007 Mtg., Bd. Dec. 32

11.010.4. Telemarketing to the Public by Clubs, Districts, and other Rotary Entities
Rotary clubs, districts and other Rotary Entities, other than Rotary International and The
Rotary Foundation, desiring to use a commercial telemarketing, internet web hosting
and/or email firm to solicit the public on their behalf shall:

a. first submit its purpose and plans to the governor or governors of the involved area and
secure his, her or their approval;
b. comply with existing Rotary circularization policy;
c. include proper identification and qualifying language regarding the Rotary club(s),
district(s) or other Rotary Entity(ies) to be represented.

The general secretary shall request the governors of any districts that are not in compliance
with the above policy to take action to end such activities. Continued non-compliance with
this policy shall be reported to the RI Board for possible discipline for cause, including
termination. (June 2007 Mtg., Bd. Dec. 270)

Source: June 2007 Mtg., Bd. Dec. 270

Rotary Code of Policies 45
June 2020

11.010.5. Limited Exception to Circularization Policy

Requests from districts or clubs for cooperation and assistance with a specific international
service project or activity are not subject to the limitation placed upon general
circularization rules where such requests are directed to one or a limited number of districts
or clubs. (September 2011 Mtg., Bd. Dec. 34)

Source: January 1967 Mtg., Bd. Dec. 154; October 1988 Mtg., Bd. Dec. 116; September 2011 Mtg., Bd. Dec. 34

11.010.6. Use of Member Data for Commercial Purposes or Circularization

No member of a Rotary club shall use any database or list of names compiled in connection
with a Rotary-related project or activity for commercial purposes. Any directories of RI,
its districts and clubs, as well as any other database or list of names compiled in connection
with a Rotary-related project or activity shall not be made available by Rotarians or by
clubs or districts for the purpose of circularization. This applies to directories in electronic
and printed formats. (January 2020 Mtg., Bd. Dec. 99)

Source: June 1930 Mtg., Bd. Dec. I; Jan 1937 Mtg., Bd. Dec. 108; Amended by November 2004 Mtg., Bd. Dec. 59; March 2005 Mtg.,
Bd. Dec. 201; January 2020 Mtg., Bd. Dec. 99

11.010.7. Club and District Directories

Any club or district publishing a directory shall publish in that directory a notice to the
effect that the directory is not for distribution to non-Rotarians nor may it be used as a
commercial mailing list. (November 2004 Mtg., Bd. Dec. 59)

Source: June 1936 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg., Bd. Dec. 59

11.010.8. Circularization of Rotaract Clubs

As a matter of policy, the Board does not recognize the right of any individual or
organization except RI to circularize Rotaract clubs for any commercial purpose, except in
the case of Rotaractors who are responsible for organizing Rotaract club, district and
multidistrict meetings and only within the districts directly involved. (October 2019 Mtg.,
Bd. Dec. 57)

Source: October 2019 Mtg., Bd. Dec. 57


Rotary Code of Policies 46
June 2020

Note: Article 12 contains Rotaract club policy that becomes effective 1 July 2020.

Article 12. Rotaract Clubs

12.010. Membership in a Rotaract Club

12.020. Sponsorship
12.030. Rotaract Club Base
12.040. Standard Rotaract Club Constitution and Recommended Rotaract Club Bylaws
12.050. Rotaract Club Suspension and Termination
12.060. Rotaract Marks
12.070. Rotaract Club Finances
12.080. Rotaract District Meetings and Activities
12.090. Rotaract Multidistrict Information Organizations
12.100. Rotaract Multidistrict Meetings and Activities
12.110. Rotaract Leadership Training

12.010. Membership in a Rotaract Club

A Rotaract club is an organization of young adults who take action through community and
international service, learn leadership skills, and participate in professional development.
(October 2019 Mtg., Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150; Amended by October 2019 Mtg., Bd. Dec. 57

12.010.1. Rotaract Age Limit Policy

A Rotaract club may, but is not required to, establish upper age limits, provided that the
club (in accordance with its bylaws) obtain the concurrence of its members and the sponsor
club(s) (if applicable). (April 2020 Mtg., Bd. Dec. 127)

Source: January 2020 Mtg., Bd. Dec. 102

12.020. Sponsorship
1. A Rotaract club is established following the endorsement of the governor and upon certification
and recognition by Rotary International. Its existence depends upon continued recognition by
Rotary International.

2. A Rotaract club may be organized, sponsored, and counseled by Rotary club(s) or Rotaract
club(s) provided that:

a) Rotaract clubs shall be sponsored only by Rotary or Rotaract clubs within the boundaries of the
district in which they are located.
b) A Rotaract club may be organized and sponsored jointly by up to three Rotary clubs or Rotaract
clubs and may be sponsored jointly by more than three Rotary clubs or Rotaract clubs with the
governor’s approval if, in the governor’s considered judgment, the best interests of the district,
the sponsor clubs, and the Rotaract club concerned would be effectively served. A joint
Rotaract committee should be created with representation from each of the sponsor clubs.
c) All sponsor clubs must pay a certification fee of US$50 for new Rotaract clubs. (October 2019
Mtg., Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150; Amended by January 1971 Mtg., Bd. Dec.164; January 1976 Mtg., Bd. Dec. 171; October 1998 Mtg.,
Bd. Dec. 92; June 2010 Mtg., Bd. Dec. 214; October 2019 Mtg., Bd. Dec. 57
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12.030. Rotaract Club Base

12.030.1. Rotaract Club Base
A Rotaract club may be community or university-based. (October 2019 Mtg., Bd. Dec. 57)
Source: January 1968 Mtg., Bd. Dec. 150
12.030.2. University-based Clubs
Where the Rotaract club is university-based, control and counsel by the sponsor Rotary club(s)
shall be exercised in full cooperation with the university authorities, with the understanding
that such clubs are subject to the same regulations and policies established by the university
authorities for all student organizations and extracurricular activities of the university (or other
institution of higher education.) (October 2019 Mtg., Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150; January 1971 Mtg., Bd. Dec.164; June 2010 Mtg., Bd. Dec. 214

12.040. Standard Rotaract Club Constitution and Recommended Rotaract Club Bylaws

12.040.1. Standard Rotaract Club Constitution

There shall be a “Standard Rotaract Club Constitution” prescribed by Rotary International
and subject to amendment only by the Board of Directors of Rotary International. As a
prerequisite of its organization and certification, each Rotaract club shall adopt the
“Standard Rotaract Club Constitution” and shall automatically adopt all amendments
thereto subsequently made. (October 2019 Mtg., Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150; Amended by June 2010 Mtg., Bd. Dec. 214

12.040.2. Recommended Rotaract Club Bylaws

Each Rotaract club shall adopt bylaws not inconsistent with the “Standard Rotaract Club
Constitution” and with policy established by Rotary International. (October 2019 Mtg.,
Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150

12.050. Rotaract Club Suspension and Termination

12.050.1. Suspension of Rotaract Clubs

1. The general secretary may suspend any club that fails to report club and membership
information to RI annually, no later than 30 June.

2. The general secretary may reinstate any suspended club if such annual reporting is
completed by such time as deemed necessary by the general secretary. (October 2019
Mtg., Bd. Dec. 57)

Source: October 2019 Mtg., Bd. Dec. 57

12.050.2. Status of Suspended Rotaract Clubs

The suspension of a club will result in the imposition of the following measures until such
time that the club has been reinstated:
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a) Club is not authorized to participate in RI events and activities;

b) Club is not authorized to receive awards or recognition from RI or TRF;
c) Club will not receive communications from RI. (October 2019 Mtg., Bd. Dec. 57)
Source: October 2019 Mtg., Bd. Dec. 57

12.050.3. Termination of Rotaract Clubs

A Rotaract club may be terminated:

1. By Rotary International, with or without the consent, approval or concurrence of the

sponsor club(s), for:

a) failure to function in accordance with its constitution

b) initiating, or maintaining, or retaining in its membership an individual who initiates
or maintains litigation against a Rotary district, Rotary International, or The Rotary
Foundation, including their directors, trustees, officers, and employees, or
c) for other cause

2. By its sponsor club(s); or

3. By the Rotaract club itself upon its own determination. (October 2019 Mtg., Bd. Dec.
57)
Source: January 1968 Mtg., Bd. Dec. 150; January 2015 Mtg., Bd. Dec. 136

12.060. Rotaract Marks

Rotaract club members shall be entitled to use and display the Rotaract name and logo in an
appropriate and dignified manner during their period of membership in a Rotaract club and shall
relinquish such entitlement upon termination of membership in a Rotaract club or upon the
termination of the Rotaract club in conformity with the Rotary Code of Policies Article 34.060.4.
(October 2019 Mtg., Bd. Dec. 57)
Source: January 1968 Mtg., Bd. Dec. 150; Amended by June 2010 Mtg., Bd. Dec. 214; October 2019 Mtg., Bd. Dec. 57

12.070. Rotaract Club Finances

1. Individual Rotaractors shall pay annual membership fees to their Rotaract club to cover the cost
of club administration.
2. Any fees, dues or assessments on the membership of any Rotaract club shall be nominal and
shall be only for the purpose of covering the cost of administering the club.
3. Funds for activities and projects undertaken by Rotaract clubs shall be raised by such clubs
apart from membership fees, dues or assessments and shall be placed into a separate account.
4. A thorough audit by a qualified person shall be made once each year of all the club’s financial
transactions.
5. It is the responsibility of the Rotaract club to raise the funds necessary to carry out the program
of the club.
6. Rotaract clubs should not make general solicitations for financial assistance from Rotary clubs
or from other Rotaract clubs. Sponsor clubs may provide financial support when mutually
agreed upon.
7. No part of the expenses of meetings of Rotaract clubs shall be paid by Rotary International.
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8. Rotaract clubs should establish financial guidelines to ensure that all funds are managed in a
responsible and transparent manner, including all monies collected to support service projects,
consistent with laws and banking regulations in the country, including plans for disbursement
of funds should the Rotaract club disband or be terminated. (October 2019 Mtg., Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150; May 1988 Mtg., Bd. Dec. 402; February 2004 Mtg., Bd. Dec. 182; June 2004 Mtg., Bd. Dec. 236;
January 2012 Mtg., Bd. Dec. 187; October 2019 Mtg., Bd. Dec. 57

12.080. Rotaract District Meetings and Activities

12.080.1. District Rotaract Committee

District Governors are encouraged to appoint a district Rotaract committee as noted in
Rotary Code of Policies section 17.030.3. (October 2019 Mtg., Bd. Dec. 57)
Source: January 1968 Mtg., Bd. Dec. 150; October 2019 Mtg., Bd. Dec. 57

12.080.2. District Rotaract Representative

1. A district with two or more Rotaract clubs must elect a district Rotaract representative
from among their membership. The method of election shall be determined by the
Rotaract membership, reviewed by the district Rotaract committee, and approved by
the district governor in advance of elections. 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 taking office.

2. In a district with one Rotaract club, the district Rotaract representative shall be the most
recent, available past Rotaract club president.

3. The district Rotaract representative will be guided and counseled by the Rotary governor
and should work with the district Rotaract committee and other appropriate Rotary
district committees.

4. The district Rotaract representative in conjunction with other district leaders, should:
a. Develop and distribute a district Rotaract newsletter
b. Support and implement leadership training
c. Conduct Rotaract promotion and extension activities throughout the district
d. Plan and implement service activities (if approved by three-fourths of the Rotaract
clubs in the district)
e. Provide advice and support to Rotaract clubs in implementing their projects
f. Help coordinate joint Rotary-Rotaract activities in the district
g. Coordinate public relations activities for Rotaract at the district level
h. Plan and implement a training session for Rotaract club officers in the district

5. All election disputes shall be resolved locally by the district governor based on district
policy in consultation with the district Rotaract chair. RI will not intervene. (October
2019 Mtg., Bd. Dec. 57)
Source: January 1969 Mtg., Bd. Dec. 155; Amended by January 1973 Mtg., Bd. Dec. 172; May 1988 Mtg., Bd. Dec. 392; March 1992
Mtg., Bd. Dec. 236; June 2009 Mtg., Bd. Dec. 217; June 2010 Mtg., Bd. Dec. 214; October 2012 Mtg., Bd. Dec. 92; January 2015
Mtg., Bd. Dec. 136; October 2019 Mtg., Bd. Dec. 57
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12.080.3. District Rotaract Meetings and Activities

1. Rotaract clubs may organize district conferences or other meetings beyond the club
level, with the approval of the district governor, to bring together all Rotaractors and
Rotarians in the district to inspire greater collaboration, discuss important topics, or
provide leadership training.
2. No meeting of members of Rotaract clubs beyond the club level shall have any
legislative authority nor shall be so organized as to give the appearance of having such
authority.
3. At a district Rotaract meeting, a three-fourths majority of the Rotaract clubs in a district
may vote to undertake a district service project.
4. Such a project must be approved by the governor, and specific plans and instructions
for the administration of the district project must also have the approval of the governor
and three-fourths of the Rotaract clubs in the district. (October 2019 Mtg., Bd. Dec.
57)

Source: January 1968 Mtg., Bd. Dec. 150; Amended by January 1976 Mtg., Bd. Dec. 174; February 1981 Mtg., Bd. Dec. 307; March
1992 Mtg., Bd. Dec. 229; June 2010 Mtg., Bd. Dec. 214; October 2019 Mtg., Bd. Dec. 57

12.080.4. District Rotaract Finances

1. The district should make provisions to fund the administrative activities of the district
Rotaract committee.
2. All district Rotaract activities shall be financed by the Rotaract clubs in the district.
3. The cost of district Rotaract meetings shall be minimal and within the financial means
of those participating. No expenses of district Rotaract meetings shall be paid by Rotary
International.
4. A district Rotaract service fund may be established to raise funds for a district service
project. Contributions to such a fund must be voluntary and cannot be made enforceable
upon the individual.
5. A service fund must be approved by the governor, and specific plans and instructions
for use of the fund must also have the approval of the governor and three-fourths of the
Rotaract clubs in the district.
6. 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.
7. The district service fund must be kept in a bank account which clearly indicates that the
fund is the property of the district Rotaract organization and not the personal property
of any individual Rotaractor or Rotaract club. (October 2019 Mtg., Bd. Dec. 57)

Source: January 1968 Mtg., Bd. Dec. 150; Amended by January 1973 Mtg., Bd. Dec. 172; February 1981 Mtg., Bd. Dec. 307; June
2010 Mtg., Bd. Dec. 214; January 2012 Mtg., Bd. Dec. 187; October 2019 Mtg., Bd. Dec. 57

12.090. Rotaract Multidistrict Information Organizations

Districts may develop a multidistrict organization for the purpose of disseminating information
and facilitating communication between Rotaract clubs in the districts concerned, provided that:

a) there is no objection by the governors of each of the districts concerned;

authorization is secured from the general secretary, acting on behalf of the RI Board of Directors,
b) to develop and maintain such an organization;
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c) the organization complies with RI policy or is subject to termination of its status by the general
secretary on behalf of the RI Board of Directors;
d) each member district is represented by its district Rotaract representative. Each district Rotaract
representative may appoint a proxy, as needed, to carry out the activities of the multidistrict
organization;
e) funds needed to implement the organization’s activities (i.e. production and distribution of
regional club directories and newsletters, dissemination of Rotaract program information,
general correspondence) cannot be made enforceable;
f) the organization has no decision making or legislative powers, except for decisions concerning
the activities of the organization
g) the organization shall establish a voting mechanism to be reviewed by the district governors.
(October 2019 Mtg., Bd. Dec. 57)

Source: March 1992 Mtg., Bd. Dec. 229; November 2006 Mtg., Bd. Dec. 74; January 2015 Mtg., Bd. Dec. 136

12.100. Rotaract Multidistrict Meetings and Activities

12.100.1. Multidistrict Rotaract Meetings

1. Meetings of Rotaract club members from more than one district, particularly from
districts in more than one country, are to be held under the guidance of the host governor
and the district Rotaract committee, and in conjunction with the host district Rotaract
representative. Such meetings are subject to the advance approval of the governors of the
districts involved. Invitations to governors to hold multidistrict Rotaract meetings must be
accompanied by:

a) information including the date, location, purpose, facilities, program and participants
of the proposed meeting;
b) a copy of the anticipated meeting budget with assurance that the sponsors are in a
position to and will assume complete responsibility for contractual and financial
obligations inherent in the meeting;
c) assurance that the planning and implementation of the proposed meeting will be carried
out under the direct supervision of Rotaractors and Rotarians;

2. The host club or district must maintain liability insurance for multidistrict 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. The district Rotaract representative shall inform the RI director(s) for the zone(s).
(October 2019 Mtg., Bd. Dec. 57)

Source: June 2010 Mtg., Bd. Dec. 214

12.100.2. Multidistrict Rotaract Service Projects

Rotaract service projects involving clubs in two or more districts may be implemented
provided that such projects:
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a) are, in nature and scope, within the capability of the clubs and Rotaractors in the
districts to undertake successfully without interfering with or detracting from the
scope and effectiveness of club activities;
b) shall not be undertaken initially unless each district Rotaract representative concerned
has agreed to such a joint project and then, only after approval of two-thirds of the
clubs in each district;
c) shall be undertaken with the approval of the governors concerned;
d) shall be under the direct supervision of the district Rotaract representative concerned;
the custody of all funds contributed or collected for such projects shall 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
administering any such project and related funds;
e) shall involve the participation by Rotaract clubs and/or individual Rotaractors on 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. (October 2019 Mtg., Bd. Dec. 57)

Source: March 1992 Mtg., Bd. Dec. 229; October 2019 Mtg., Bd. Dec. 57

12.100.3. INTEROTA
1. INTEROTA is not an official meeting of Rotary International, but RI provides support
to INTEROTA through approval of its program content and by supplying representation of
RI leadership at this event.

2. Rotaractors, prior to making a bid to host an INTEROTA meeting, shall obtain approval
from the host district governor(s), district governor(s)-elect, and district governor(s)-
nominee. The winning INTEROTA bid shall be submitted by the host district Rotaract
representative to the general secretary for approval on behalf of the Board no later than one
year prior to the event. Complete proposals shall include:

a) written approval of the host governor(s) and the RI director for the region
b) information including the date, location, facilities, program, bidding process, and
participants
c) a copy of the anticipated meeting budget with assurance that the sponsors are in a
position to and will assume complete responsibility for contractual and financial
obligations inherent in the meeting
d) assurance that the planning and implementation of the proposed meeting will be carried
out under the direct supervision of Rotaractors or Rotarians

3. The host district(s) must maintain liability insurance for INTEROTA 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. (October 2019 Mtg., Bd.
Dec. 57)

Source: March 1997 Mtg., Bd. Dec. 238; Amended by June 2010 Mtg., Bd. Dec. 214; January 2015 Mtg., Bd. Dec. 136. Affirmed by
February 2000 Mtg., Bd. Dec. 306; October 2019 Mtg., Bd. Dec. 57
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12.110. Rotaract Leadership Training

12.110.1. Training and Support by the Sponsor Rotary Club

An effective Rotaract club depends on the guidance, support, and active participation of
the sponsor Rotary club(s). Rotarians should be involved in the training of Rotaractors,
Rotaract club officers, directors, and committee chairs.

Sponsor Rotary clubs should:

a) appoint Rotarian mentors to Rotaractors in their sponsored Rotaract clubs

b) promote district, multidistrict, and international training opportunities for Rotaractors,

including the Rotaract Preconvention. (October 2019 Mtg., Bd. Dec. 57)

Source: October 2012 Mtg., Bd. Dec. 92; Amended by January 2015 Mtg., Bd. Dec. 136; October 2019 Mtg., Bd. Dec. 57

12.110.2. Training and Support by the Rotary District

1. An effective Rotaract club also depends on the support of the Rotary district. The
district Rotaract representative, in conjunction with the district Rotaract committee
chair, the district trainer, the district governor-elect, and the district governor, shall
promote Rotaract training needs during planning for Rotaract training seminars, and
other district events.

2. The district Rotaract representative should organize a Rotaract district conference to

promote service, increase international understanding, enhance professional
development, and build friendship and connection. Where possible, the Rotaract
district conference should occur in conjunction with the Rotary district conference and
include at least one joint session.

3. The chair of the district Rotaract committee and the district Rotaract representative shall
facilitate a one to two-day leadership training seminar for all incoming Rotaract club
officers, directors, and committee chairs. (October 2019 Mtg., Bd. Dec. 57)

Source: October 2012 Mtg., Bd. Dec. 92; Amended by January 2015 Mtg., Bd. Dec. 136; October 2019 Mtg., Bd. Dec. 57

12.110.3. Rotaract Preconvention

1. The Rotaract Preconvention brings Rotaractors together to inspire and inform them to
develop strong clubs and districts, build international friendships, and enhance the
connections between Rotaract and Rotary at an international level. Through a variety of
sessions, the preconvention:

a) Provides training, encouragement, and motivation to Rotaract representatives to

advance Rotaract in their districts and to strengthen their connection to Rotary

b) Facilitates sharing between Rotarians and Rotaractors, including past club presidents,
district Rotaract representatives, and multidistrict leaders as well as those new to Rotaract
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2. Rotary districts shall pay for the attendance of district Rotaract representatives at district,
multidistrict, or international leadership training meetings. District governors are
encouraged to defray all or part of the costs associated with the attendance of district
Rotaract representatives-elect at the Rotaract Preconvention Meeting. (October 2019 Mtg.,
Bd. Dec. 57)

Source: October 2012 Mtg., Bd. Dec. 92; Amended by October 2019 Mtg., Bd. Dec. 57


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CHAPTER III

DISTRICTS

Articles
17. Rotary Districts
18. New Club Development and Extension of Rotary
19. District Officers
20. District Meetings
21. Multidistrict Activities

Article 17. Rotary Districts

17.010. Rotary Districts, General

17.020. Incorporation of Districts
17.030. District Leadership Plan
17.040. District-Level Elections
17.050. District Records

17.010. Rotary Districts, General

17.010.1. Role of the District

A district is a group of clubs within a geographical boundary established by the Board. The
purpose of a district is to strengthen and support clubs. Districts are not required to
complete a particular service project or program. (April 2018 Mtg., Bd. Dec. 160)

Source: January 1973 Mtg., Bd. Dec. 123; Amended by March 2005 Mtg., Bd. Dec. 199; June 2005 Mtg., Bd. Dec. 322; January 2015
Mtg., Bd. Dec. 118; September 2016 Mtg., Bd. Dec. 74; April 2018 Mtg., Bd. Dec. 160

17.010.2. Authority to Act

Districts are authorized to act only on their own behalf. A district does not have the
authority to act, negotiate, or contract on behalf of Rotary International or The Rotary
Foundation. (April 2018 Mtg., Bd. Dec. 160)

Source: September 2016 Mtg., Bd. Dec. 74; Amended by April 2018 Mtg., Bd. Dec. 160

17.010.3. Size of the District

Because districts that have a large membership base are more effective than districts with fewer
clubs and Rotarians, the Board encourages all districts to strive to have at least 75 clubs and
2,700 members.

Larger districts have:

–A larger pool of qualified Rotarians from which to select governors, assistant governors, and
other district leaders
–More resources for carrying out large-scale, sustainable service projects
–Greater potential for raising Rotary’s visibility
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–Larger and more dynamic district conferences and meetings

–More effective training of club and district leaders (April 2018 Mtg., Bd. Dec. 160)

Source: November 1997 Mtg., Bd. Dec. 173; February 1999 Mtg., Bd. Dec. 246; August 1999 Mtg., Bd. Dec. 80; January 2015 Mtg.,
Bd. Dec. 118; April 2018 Mtg., Bd. Dec. 160

17.010.4. Establishment of Districts within Zones

At its first meeting of each year, the RI Board establishes Rotary’s zones and any needed
adjustments to the zone sections, for that year. (April 2018 Mtg., Bd. Dec. 160)

Source: July 1995 Mtg., Bd. Dec. 17; Amended by April 2018 Mtg., Bd. Dec. 160

17.010.5. Districting
Through districting, the Board redraws district boundaries, either by dividing districts, by
realigning clubs within districts, or by consolidating districts.

1. As stated in RI Bylaws section 15.010.1, the Board may eliminate or change the
boundaries of any district with more than 100 clubs or fewer than 1,100 Rotarians. In
conjunction with any such change, the Board may move clubs from such districts into
adjacent districts, merge or divide such districts.

2. All districts are bound by RI Bylaws 15.010. to accept clubs from districts with more
than 100 clubs or fewer than 1,100 members whose boundaries are redrawn.

3. District governors use the District Reorganization Form, available from the general
secretary, to propose districting changes.

4. When districts are consolidated or divided, all of the affected districts’ future governors
who have already been selected (elected, nominated, or designated) are offered the
opportunity to serve in the newly merged or divided district, although some may not
serve during their originally selected term.

5. In districts with 1,100 or more members or fewer than 100 clubs, the governor(s) of the
existing district(s) must share the districting proposal with the clubs. Clubs have 30
days from receipt of the proposal to discuss and vote on the proposal. If a majority of
clubs in a district with 1,100 or more members or fewer than 100 clubs reject the
proposal it does not move forward. Each districting proposal includes certification that
the majority of clubs in the district(s) did not reject the proposal and signatures of the
current and future elected governors.

6. The districting committee evaluates districting proposals and sends its recommendation
to the Board.

7. The District Reorganization Form asks for:

a. The proposal
b. Description of the new district boundaries
c. Suggestions for the new district numbers. Consolidated or divided districts must
have new numbers to ensure the accuracy of Rotary reports and historical archives.
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The consolidated district may not use the number of either of the merged districts.
The Board ultimately assigns new district numbers.
d. The desired effective date of the change
e. The current and future district leadership plans for the affected districts, including
the number of assistant governors and number of clubs assigned to each

8. The general secretary will provide the following data to the districting committee for
each districting proposal:
a. The affected districts’ membership history, based on 1 July invoices for the past five
years
b. A list of the affected districts’ clubs, including their charter date and membership
as of their most recent club invoice; the list will highlight the number and
percentage of clubs with fewer than 20 members and clubs chartered in the past
three years. (April 2018 Mtg., Bd. Dec. 160)

Source: April 2018 Mtg., Bd. Dec. 160

17.010.6. Districting Criteria

The procedures for districting shall be as follows:

1. Districting decisions are based on the official membership of the district as of 1 July or
1 January, whichever is the most recent at the time of the Board meeting.

2. Districting proposals may consider geographical boundaries, potential for district

growth, and cultural, economic, language, and other relevant factors

3. New districts should:

–Have at least 60 clubs or 2,100 members
–Have demonstrated potential for growth to at least 75 clubs and 2,700 members within
10 years, based on their five-year membership history
–Have at least 90 percent of its clubs be clubs that were chartered at least three years
before the date of the proposal
–Have more than 20 members in at least 80 percent of their clubs

4. For districts that have 1,200 members or fewer:

–The districting committee will request an annual membership development plan from
the district and share district consolidation information.
–The director and the district’s governor-elect, governor-nominee, and governor-
nominee-designate will receive copies of all correspondence about the district’s size
and will be asked to work together on increasing membership.

5. Where district boundaries remain the same and the district boundary description changes
involve only changes to the names of states, provinces, etc., the general secretary is
authorized to approve the changes on behalf of the Board.

6. The general secretary is authorized to act on behalf of the Board to approve district
boundary changes that involve the transfer of up to 10 clubs, or of an area where there
is no Rotary club, from one district to another. The current governors of the districts
that are involved must agree to the change.
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The approved boundary modification will take effect the next 1 July. (October 2019
Mtg., Bd. Dec. 29)

Source: August 1999 Mtg., Bd. Dec. 80; Amended by February 2003 Mtg., Bd. Dec. 271; February 2004 Mtg., Bd. Dec. 204;
November 2004 Mtg., Bd. Dec. 58; February 2007 Mtg., Bd. Dec. 189; June 2007 Mtg., Bd. Dec. 226; January 2008 Mtg., Bd. Dec.
196; September 2011 Mtg., Bd. Dec. 117; January 2012 Mtg., Bd. Dec. 211; June 2013 Mtg., Bd. Dec. 196; June 2013 Mtg., Bd. Dec.
236; January 2015 Mtg., Bd. Dec. 118; September 2016 Mtg., Bd. Dec. 28; January 2017 Mtg., Bd. Dec. 130; April 2018 Mtg., Bd.
Dec. 160; October 2018 Mtg., Bd. Dec. 63; October 2019 Mtg., Bd. Dec. 29

17.010.7. Additionally-Supported Districts

The board may authorize the general secretary to assign additionally-supported status to
certain districts identified by the Board to provide additional support because of unique
geographical, language, cultural, economic, social, political, or other factors.

Additionally-supported status allows the Board to maintain districts that do not meet the
minimum numbers of clubs or members as designated in RI Bylaws section 15.010. The
additional support lasts for a period of up to three years, unless the Board extends the
timeframe.

The RI Board will provide the following:

 Up to a total of US$200,000 for all additionally-supported districts annually for

additional training, membership development, promotion of participation in The
Rotary Foundation and other support as determined by the general secretary after
consultation with the director and district leadership

 Tools, advice, and other resources needed to reach membership targets and other
benchmarks designated by the general secretary

 An exemption from having to hold their district governor selection process 24 months
in advance of the term of office

Additionally-supported districts will be reviewed annually by the Districting Committee.

In the second year of the districts’ additionally-supported status the Districting Committee
will recommend to the Board whether to extend or remove the additionally-supported
status. This includes the possibility to transfer clubs into another district, and if a governor-
elect will attend the next International Assembly. (April 2019 Mtg., Bd. Dec. 161)

Source: May 2011 Mtg., Bd. Dec. 235; Amended by January 2012 Mtg., Bd. Dec. 210; January 2015 Mtg., Bd. Dec. 118; April 2019
Mtg., Bd. Dec. 161

17.020. Incorporation of Districts

17.020.1. Incorporation Process

A district may seek the approval of the Board to incorporate upon the approval of at least
two-thirds of the clubs in the district in a vote at a district conference, or in a ballot-by-
mail. In either process, each club shall be entitled to one vote. Upon approval of the Board,
the district may incorporate.
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The incorporated district shall, in all respects, possess all of the powers, rights and
privileges, and shall perform all of the obligations and requirements of a district under the
constitution, bylaws, and policies of RI.

Insofar as the provisions of the laws of the local jurisdiction shall permit, the corporate
documents of an incorporated district shall be consistent with the constitution, bylaws, and
policies of RI. In the event that there is any amendment to the constitution, bylaws, or
policies of RI that cause a district’s corporate documents to be inconsistent with the
amended constitution, bylaws, or policies of RI, the district shall immediately amend its
corporate documents so that they shall again become consistent. District corporations shall
act in accordance with the constitution, bylaws, and policies of RI, and shall not take any
action inconsistent with the constitution, bylaws, and policies of RI.

A district shall immediately notify the general secretary if a provision of the laws of the
local jurisdiction precludes the incorporated district from taking any action necessary or
requires the incorporated district to take any action prohibited under the constitution,
bylaws, or policies of RI.

The district must submit to the general secretary on behalf of the Board the corporate
documents required to be submitted to the local jurisdiction in order to incorporate. Upon
completion of the incorporation process, subsequent amendments to these corporate
documents need not be submitted to the Board for review. However, any amendments
must be consistent with the constitution, bylaws, and policies of RI.

The district governor shall be responsible for supervising the incorporation process.

The incorporated district should be structured in furtherance of the District Leadership Plan.

The corporate documents of each incorporated district shall include provisions assuring
that the district corporations comply with the following requirements:

1) The name of the incorporated district shall be “Rotary International District (district
number), (Inc., LLC, etc.)”
2) The corporation shall be a not-for-profit entity, and it shall pay no dividend and no part
of its money, property or other assets shall be distributed to its members, directors, or
officers

3) Where any provision of the corporate documents of the incorporated district is not in
conformity with the constitution, bylaws, or policies of RI, the terms of the constitution,
bylaws, or policies of RI shall prevail at all times

4) All Rotary clubs in the incorporated district shall be members of the incorporated entity

5) The initial membership of the district shall be the Rotary clubs in the district as of the
time of the incorporation. The addition or removal of a club or clubs from a district
pursuant to the RI bylaws shall immediately and automatically result in a corresponding
change in the membership of the district corporation
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6) Only Rotary clubs in the district may be members of the incorporated district

7) The district corporation shall immediately and automatically cease operations and begin
dissolution upon directive of the RI Board or upon the approval of two-thirds of the clubs
in a vote at the district conference or in a ballot-by-mail. The district governor shall provide
the Board notice of a decision by the district to dissolve the corporation, and shall provide
a final report upon the completion of the dissolution process

8) The board of directors and officers of the district corporation shall be limited to
Rotarians who are members of clubs in the district

9) The directors of the district corporation shall include the current district governor, the
district governor-elect, and the most recent past district governor who served in that district,
and such other Rotarians, if any, as may be determined by the district. The number and
terms of the directors shall be as required by local law and as provided for by the
incorporated district’s corporate documents

10) The current district governor shall be the highest officer of the incorporated district
and shall serve as chair of the board of directors. The district may elect such other officers
as required by local law and as provided for in its corporate documents

11) The governor shall report annually to the clubs on the status of the district
incorporation. (January 2015 Mtg., Bd. Dec. 118)

Source: March 2005 Mtg., Bd. Dec. 199; January 2015 Mtg., Bd. Dec. 118

17.020.2. Districts with Clubs in More Than One Jurisdiction

A district with clubs in more than one jurisdiction may incorporate in any of the
jurisdictions and shall take such further steps to register in the other jurisdiction(s) as
appropriate.

No district with clubs in more than one jurisdiction shall incorporate in a jurisdiction that
would favor one club or Rotarian over another, or would place any limitations on the ability
of any club or Rotarian to exercise all of the rights and privileges afforded them under the
constitution, bylaws, or policies of RI. (March 2005 Mtg., Bd. Dec. 199)

Source: March 2005 Mtg., Bd. Dec. 199

17.020.3. Tax Status of Incorporated Districts

An incorporated district may seek special beneficial tax exemption and status within its
local jurisdiction. However, districts incorporated in the United States must utilize Rotary
International’s 501(c)(4) group tax exemption. (March 2005 Mtg., Bd. Dec. 199)

Source: March 2005 Mtg., Bd. Dec. 199

17.020.4. Notice of Dissolution

A governor shall provide the Board immediate notice of any dissolution or other change in
the status of the district corporation. (March 2005 Mtg., Bd. Dec. 199)

Source: March 2005 Mtg., Bd. Dec. 199

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17.020.5. General Secretary Authority to Allow Variations for Good Cause

The general secretary may allow variations from the requirements of this policy for good
cause. (July 2016 Mtg., Bd. Dec. 14)

Source: March 2005 Mtg., Bd. Dec. 199; Amended by July 2016 Mtg., Bd. Dec. 14

Cross References

21.010. Guidelines for Multidistrict Activities, Projects and Organizations

32.050.1. General Secretary’s Authority regarding Incorporation of Districts

17.030. District Leadership Plan

All districts are required to develop and adopt a District Leadership Plan (DLP) in conformity with
sections 17.030.1.-17.030.3. of the Rotary Code of Policies.

The required components of the DLP are as follows:

a. Common terminology such as “assistant governor,” “district trainer,” “district committees,”
and “club leadership plan”
b. Defined responsibilities and duties for assistant governors, district trainers, district committee
members, and club leadership
c. District committees that ensure continuity of leadership within the district
d. A clear statement of the duties and responsibilities that the governor cannot delegate
e. A defined plan for assisting clubs in the implementation of a corresponding club leadership plan

The District Leadership Plan provides for the appointment by the governor of assistant governors
to carry out much of the administrative work associated with club operations, thereby giving the
governor more time to:

a) emphasize the importance of membership attraction and engagement

b) motivate Rotarians to participate in club and district activities and projects through attendance
at specific events
c) encourage participation in the programs of The Rotary Foundation, and financial support of the
Foundation through Foundation recognition programs
d) recognize the work of individual Rotarians, through personal recognition
e) plan for the future of the district
f) address the long term development of the clubs in the district through the Club Leadership Plan
g) undertake the duties set forth in section 16.030. of the RI Bylaws

A District Leadership Plan must address the following issues:

a) The number of assistant governors appointed based on the needs of each district, taking into
consideration factors such as geography, language, culture, the balance of strong and weak clubs
in each area, and the number of clubs an assistant governor can reasonably be expected to support.
(It is recommended that between four and eight clubs be assigned to each assistant governor, but
in no case shall an assistant governor be responsible for only one club.)
b) How the assistant governors will be trained
c) What committees the district will need
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d) Communication procedures between the governor, assistant governors and the district
committees
e) How the district will provide for continuity in leadership through the use of assistant governors
f) How the district will provide for continuity within committees as appropriate or necessary
g) Methodology used to appoint and/or remove assistant governors
h) A corresponding Club Leadership Plan for clubs in the district

The current district governor, governor-elect, and governor-nominee should reach consensus on
the following:

a) District’s strategic plan

b) District appointments that last more than one year
c) District service projects that last more than one year. (January 2020 Mtg. Bd. Dec. 85)

Source: February 2000 Mtg., Bd. Dec. 338. Amended by February 2001 Mtg., Bd. Dec. 261; February 2002 Mtg., Bd. Dec. 197; November 2002
Mtg., Bd. Dec. 138; November 2004 Mtg., Bd. Dec. 128; June 2007 Mtg., Bd. Dec. 306; January 2015 Mtg., Bd. Dec. 118; October 2018 Mtg.,
Bd. Dec. 57; January 2020 Mtg., Bd. Dec. 85. Affirmed by November 2002 Mtg., Bd. Dec. 137. See also February 1999 Mtg., Bd. Dec. 216

17.030.1. Assistant Governors

Assistant governors are appointed by the governor-elect to motivate and support a group
of designated clubs to thrive. Duties for assistant governors may include the following:

a) Visit each club regularly to discuss the club activities, resources, and opportunities
b) Support clubs in setting and achieving goals, finding solutions to challenges, resolving
conflicts, and meeting their district and RI administrative requirements
c) Serve as a liaison between clubs and district committees
d) Assess clubs’ ability to thrive and mentor club leaders on strategies to make their club
successful
e) Encourage clubs’ involvement in district activities and committees
f) Keep the governor informed on progress of the clubs
g) Stay up to date on Rotary initiatives
h) Share status of clubs with successor

Minimum criteria in selecting assistant governors include:

a) active member in good standing in a club in the district for at least three years
b) served as president of a club for a full term, or as a charter president for at least six
months

Additional criteria in selecting assistant governors should include:

a) knowledge of clubs, district and Rotary including relevant policies and Rotary’s online
tools
b) demonstrated leadership skills and qualities including, listening, communication,
motivation, accessibility, integrity and being proactive
c) regular participation in district events

Assistant governors may be appointed on an annual basis for a one-year term, subject to
reappointment for a total of three years.
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It is recommended that no past governor serve as an assistant governor.

Districts are responsible for determining any financial support provided to assistant
governors. (January 2020 Mtg., Bd. Dec. 85)

Source: February 1996 Mtg., Bd. Dec. 201; Amended by November 1996 Mtg., Bd. Dec. 83; July 1997 Mtg., Bd. Dec. 56; February
2001 Mtg., Bd. Dec. 261; June 2004 Mtg., Bd. Dec. 268; November 2004 Mtg., Bd. Dec. 128; November 2006 Mtg., Bd. Dec. 104;
January 2009 Mtg., Bd. Dec. 132; January 2015 Mtg., Bd. Dec. 118; January 2015 Mtg., Bd. Dec. 148; October 2018 Mtg., Bd. Dec.
57. Affirmed by November 2002 Mtg., Bd. Dec. 137

17.030.2. District Committees

District committees are charged with carrying out the goals of the district as formulated by
the governor with the advice of the assistant governors. The governor-elect, governor, and
immediate past district governor should work together to ensure continuity of leadership
and succession planning. The governor-elect is responsible for appointing committee
members to fill vacancies, appointing committee chairs and conducting planning meetings
prior to the start of the year in office.

The following district committees shall be appointed:

Finance
Membership
Public Image
Rotary Foundation
Training

The following district committees may be appointed:

Alumni
Community Service
Convention Promotion
District Conference
Interact
International Service
New Generations Service Exchange
Rotaract
Rotary Friendship Exchange
Rotary Youth Leadership Awards
Youth Exchange

Additional district committees are appointed when they serve a specific function as
identified by the governor and the district leadership team.

Committee Chairs
The current district governor cannot serve as a district committee chair. It is recommended
that district committee chairs be past governors, governor-nominees, past assistant
governors, or effective past district committee members. All committee chairs should be
selected and reported to RI by 31 December in the year before taking office on 1 July.
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Committee Qualifications
The minimum recommended qualification for appointment to a district committee is
membership, other than honorary, in good standing in a Rotary or Rotaract club in the
district. District governors are strongly encouraged to appoint Rotaractors to every district
committee.

Training Requirements
District committee chairs shall attend the district team training seminar prior to serving as
chair. Committee members should participate in district training meetings as outlined in
Sections 20.060. through 20.090. of this Code.

Relation to Rotary Regional Leaders

District committees are encouraged to work with regional leaders (RCs, RPICs, RRFCs,
E/MGAs) as well as Rotarians appointed by the RI president.

Reporting Requirements
District committees shall report to the governor on the status of their activities on a regular
basis. District committees shall report successful activities to RI for possible publication
in RI publications and on the RI website. (April 2020 Mtg., Bd. Dec. 127)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by November 2004 Mtg., Bd. Dec. 128; January 2014 Mtg., Bd. Dec. 88; May
2014 Mtg., Bd. Dec. 113; October 2014 Mtg., Bd. Dec. 77; January 2015 Mtg., Bd. Dec. 118; June 2017 Mtg., Bd. Dec. 181; October
2018 Mtg., Bd. Dec. 57; April 2019 Mtg., Bd. Dec. 163; October 2019 Mtg., Bd. Dec. 57; April 2020 Mtg., Bd. Dec. 127

Committee Descriptions
The following outlines the purpose, additional qualifications, duties and responsibilities,
and additional training requirements for district committees.

 Finance Committee

1. Purpose:
The district finance committee shall safeguard the assets of the district fund by reviewing
and studying the amount of the per capita levy and necessary expenses of district
administration, and shall prepare a budget and an annual report on the status of the district’s
finances.

2. Structure:
The district treasurer shall serve as ex-officio member of the committee.

3. Additional Qualifications of Members:

Preference should be given to those with previous service as club treasurer and/or Rotarians
and Rotaractors with accounting/finance experience.

4. Duties and Responsibilities:

a) Prepare a budget of district expenditures in cooperation with the district governor to be
submitted to the clubs at least four weeks prior to approval at a meeting of incoming club
presidents.
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b) Review and recommend the amount of per capita levy to be approved in accordance
with RI Bylaws section 15.060.2.
c) Assure that proper records of income and expenditures are kept.
d) Prepare a yearly financial report to be presented by the immediate past district governor
according to RI Bylaws section 15.060.4.
e) A member of the committee, preferably the treasurer, shall, together with the district
governor, be a signatory on the bank account(s) of the district fund. The bank account shall
be held in the name of the district. (April 2020 Mtg., Bd. Dec. 127)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by June 2007 Mtg., Bd. Dec. 226; January 2015 Mtg., Bd. Dec. 118; June 2017
Mtg., Bd. Dec. 149; April 2020 Mtg., Bd. Dec. 127

 Membership Committee

1. Purpose:
Under the direction of the governor, the committee will identify, promote and implement
membership strategies that will result in membership growth, and develop and implement
a plan to organize new Rotary clubs within the district.

The chair must have significant knowledge of, commitment to, and experience with
membership attraction and engagement activities.

2. Additional Qualifications of Members:

a) Preference should be given to Rotarians and Rotaractors who have been successful in
inviting new members to join Rotary, implementing membership programs and who are
members of clubs that have diversified membership.
b) Consideration should be given to those who have served as chairs of club committee(s)
related to membership attraction and engagement.
c) Preference should be given to past district governors who have been active and
successful in establishing new clubs.

3. Duties and Responsibilities:

a) Work with the governor and club leaders to ensure that each club achieves its
membership goal.
b) Be familiar with Rotary Club Central and other membership development resources.
c) Utilize Rotary Coordinators as resources.
d) Coordinate district-wide membership development activities.
e) Encourage clubs to participate in RI or presidential membership recognition programs.
f) Maintain communication with other district committees to coordinate activities that will
aid membership attraction and engagement efforts.
g) Identify committee members to all clubs and indicate that members of the committee
are available to help them.
h) Encourage clubs to develop and implement an effective membership attraction plan.
i) Assist club membership development chairs in carrying out their responsibilities.
j) Visit clubs to speak about successful membership attraction and engagement activities;
share information on successful activities.
k) Identify communities without Rotary clubs that have a population capable of meeting
the requirements for chartering a new club.
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l) Identify communities where additional Rotary clubs could be established without

detracting from service provided to the community by existing clubs.
m) Assist in organizing and establishing new clubs.

4. Additional Training Requirements:

In addition to the chair, as many committee members as possible should attend a training
meeting conducted by the Rotary coordinator as appropriate.

5. Appointment of Chair:
To be effective, the district membership committee must have continuity of leadership;
therefore, the committee chair shall be appointed for a three-year term, subject to review,
with documented agreement of the governor, governor-elect and governor-nominee for
their term of service.

The district governor (if selected) for each of the years of the three-year term of the
membership attraction and engagement committee chair will participate in the selection of
the chair. This selection should take place and be reported to Rotary International no later
than 31 December before taking office on 1 July of the same calendar year.

Any removal for cause must have the prior approval of all the district governors (if
selected) for each of the remaining years of the three-year term. (April 2020 Mtg., Bd. Dec.
127)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by November 2002 Mtg., Bd. Dec. 55; June 2005 Mtg., Bd. Dec. 316; November
2007 Mtg., Bd. Dec. 93; January 2015 Mtg., Bd. Dec. 118; May 2015 Mtg., Bd. Dec. 181; June 2017 Mtg., Bd. Dec. 181; October 2019
Mtg., Bd. Dec. 29; October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg. Bd. Dec. 85; April 2020 Mtg., Bd. Dec. 127

 Public Image Committee

1. Purpose:
The district public image committee should promote Rotary and foster understanding,
appreciation and support for the programs of Rotary. The committee should promote
awareness among Rotarians and Rotaractors that effective publicity, favorable public
relations and a positive image are desirable and essential goals for Rotary.

2. Additional Qualifications of Members:

Preference should be given to those who have experience as a club public image chair and
to Rotarians and Rotaractors with media, public image or marketing skills.

3. Duties and Responsibilities:

a) Encourage clubs within a district to make public image a priority.
b) Promote Rotary to the media, community leaders, and beneficiaries of Rotary’s
programs.
c) Promote Rotary’s visual identity and voice.
d) Communicate with the governor and the chairs of key committees to stay informed about
district projects and activities.
e) Liaise and collaborate with the Rotary Public Image Coordinator.
f) Share RI public image materials with clubs.
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g) Seek opportunities to speak to individual clubs about the importance of club public
image.

4. Additional Training Requirements:

In addition to the chair, as many committee members as possible should attend a training
meeting conducted by the Rotary Public Image Coordinator as appropriate. (April 2020
Mtg., Bd. Dec. 127)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by January 2015 Mtg., Bd. Dec. 118; April 2020 Mtg., Bd. Dec. 127

 Rotary Foundation Committee

Policy pertaining to the district Rotary Foundation committee is determined by the Trustees
of The Rotary Foundation as outlined in Article 25 of the Rotary Foundation Code of
Policies. (October 2019 Mtg., Bd. Dec. 29)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by October 2019 Mtg., Bd. Dec. 29

 Training Committee

1. Purpose
The committee is responsible for supporting the governor and governor-elect in training
club and district leaders and overseeing the overall training plan for the district.

2. Additional Qualifications of Members

Preference should be given to Rotarians and Rotaractors with training, education or
facilitation experience.

3. Duties and Responsibilities

a) Assist the convener, usually the governor or governor-elect, of each training meeting in
the district, including Rotary required training.
b) Under the direction of the meeting’s convener, the committee is responsible for one or
more of the following aspects:
1) Program content (in accordance with board-recommended curricula)
2) Conducting sessions
3) Identification of speakers and other volunteers
4) Preparing training leaders
5) Program evaluation
6) Logistics
7) Marketing to target audiences
c) If the district is part of a multidistrict PETS, work in accordance with the policies and
procedures of that multidistrict PETS. (April 2020 Mtg., Bd. Dec. 127)

Source: June 2004 Mtg., Bd. Dec. 269; Amended by January 2015 Mtg., Bd. Dec. 118; September 2017 Mtg., Bd. Dec. 51; October
2019 Mtg., Bd. Dec. 44; April 2020 Mtg., Bd. Dec. 127
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 Alumni Committee

1. Purpose
This committee identifies ways in which clubs and the district can offer meaningful
opportunities for alumni to engage with Rotary to support Rotary's fundraising,
membership, and service.

2. Additional qualifications
Preference should be given to those who are alumni or have professional experience
working with alumni.

3. Duties and Responsibilities

a) Work in conjunction with other district committees, particularly membership,
Foundation, and programs committees (e.g. Interact, Rotaract, RYLA, Rotary Youth
Exchange), to identify alumni and their skills (speaker, project skills, potential to be a
member, contributor to Foundation and Rotary programs, etc.) and connect these
individuals to clubs and district activities.
b) Lead cross-promotion efforts between programs and promote service opportunities.
c) Create awareness of how to work with alumni to maintain their relationship with Rotary.
d) Encourage alumni to report their data to RI and work with fellow district chairs to ensure
program participants are properly reported to RI.
e) Abide by privacy and youth protection policies and local law.
f) Support and coordinate alumni events and associations, where appropriate. (April 2020
Mtg., Bd. Dec. 127)

Source: October 2014 Mtg., Bd. Dec. 77; Amended by June 2017 Mtg., Bd. Dec. 181; October 2019 Mtg., Bd. Dec. 29; April 2020
Mtg., Bd. Dec. 127

 Community Service Committee

1. Purpose
This committee promotes programs, activities, and resources related to community,
vocational, and youth service and offers additional support for Rotary, Rotaract and
Interact clubs.

2. Additional qualifications
Preference should be given to Rotarians and Rotaractors with experience in planning and
implementing local, sustainable service efforts of varied sizes.

3. Duties and Responsibilities

a) help identify new trends, issues or problems within the district that clubs may want to
address

b) visit clubs within the district to speak about successful Community Service projects and
provide information on Rotary programs and emphases to help strengthen their projects

c) encourage and assist club Community Service chairs in carrying out their responsibilities
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d) encourage clubs to organize a Rotary Community Corps (RCC) if appropriate, and

encourage district-level RCC meetings to exchange project development ideas

e) maintain intercommittee communication with other district committees

f) organize district-level club Community Service chair meetings, in connection with the
district conference, district training assembly and other meetings, to exchange ideas and
promote projects

g) identify areas for cooperation between club Community Service projects and local non-
Rotary service organizations, by sharing information and helping clubs to set goals

h) request regular reports on successful Community Service projects from club Community
Service chairs, for promotion through the governor’s monthly letter, and report to RI for
possible publication

i) organize exhibits of outstanding Community Service projects at district and zone

meetings

j) organize district-wide Community Service activities.

k) promote resources for service and engagement, inclusive of Rotary Fellowships and
Rotary Action Groups.

l) facilitate district recognition for clubs and/or individuals who advance the principles of
Rotary, including vocational service and empowering and engaging young people. (April
2020 Mtg., Bd. Dec. 127)

Source: June 1990 Mtg., Bd. Dec. 260; June 2017 Mtg., Bd. Dec. 181; Amended by April 2020 Mtg., Bd. Dec. 127

 Convention Promotion Committee

1. Purpose:
The committee shall promote attendance at the annual Convention to Rotarians throughout
the district.

2. Additional Qualifications of Members:

Preference should be given to Rotarians and Rotaractors who have attended a minimum of
one previous RI Convention and/or with marketing skills.

3. Duties and Responsibilities:

a) Attend club and district meetings to promote the convention
b) Serve as a local resource for convention materials and information
c) Create or expand a district website with links to RI’s website
d) Translate important convention information into local language(s), if necessary
e) Identify and target potential registrants by e-mail, letters, and other methods of
communication (April 2020 Mtg., Bd. Dec. 127)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by January 2015 Mtg., Bd. Dec. 118; April 2020 Mtg., Bd. Dec. 127
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 District Conference Committee

1. Purpose:
Under the direction of the governor, the district conference committee shall plan, promote
and implement the necessary arrangements to ensure good programming and maximum
attendance at the district conference.

2. Additional Qualifications of Members:

Preference should be given to those who have experience in the meeting coordination
and/or hospitality industry and/or to Rotarians and Rotaractors with media, public image
or marketing skills.

3. Duties and Responsibilities:

Under the direction of the governor:

a) Select the district conference venue and coordinate all related logistical arrangements.
b) Coordinate the finances of the conference to ensure maximum attendance.
c) Promote conference attendance with particular emphasis on:
- new Rotarians and Rotaractors;
- all members of newly-organized clubs in the district; and
- representation from every club in the district and the family of Rotary.
d) Promote the district conference to external audiences, such as the media, community
leaders, and beneficiaries of Rotary’s programs.
e) Provide relevant, motivational, and informative programs (April 2020 Mtg., Bd. Dec.
127)

Source: February 2001 Mtg., Bd. Dec. 261; Amended by January 2015 Mtg., Bd. Dec. 118; September 2017 Mtg., Bd. Dec. 51; April
2020 Mtg., Bd. Dec. 127

 Interact Committee

1. Purpose:
The district Interact committee, composed of Rotarians, Rotaractors, and Interactors,
promotes and supports the activities of Interact clubs.

2. Additional Qualifications of Members:

Preference should be given to those who have club-level experience with Interact, Interact
alumni, and Interact members with leadership potential. Participation of Interactors is
contingent upon receiving prior approval from a parent/guardian. Where feasible and
practicable there should be provision for continuity of membership by appointing one or
more members for a second term.

3. Duties and Responsibilities:

a) Coordinate districtwide activities related to Interact.
b) Promote program participation through regular contact with assistant governors and
clubs.
c) Promote Interact by inviting participants to speak at events and encourage clubs to get
involved.
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June 2020

d) Support the organization of new Interact clubs.

e) Provide training and support to Interact club advisors, including youth protection.
f) Oversee other administrative functions of Interact clubs within the district. (April 2020
Mtg., Bd. Dec. 127)

Source: April 2020 Mtg., Bd. Dec. 127

 International Service Committee

1. Purpose:
The district International Service committee supports clubs with their international service
projects and helps enhance the quality of the district’s humanitarian efforts by identifying
resources and experts to advise on international service projects and global grants.

2. Additional Qualifications of Members:

Preference should be given to members who are past district governors, past regional
Rotary Foundation coordinators, past assistant regional Rotary Foundation coordinators,
and those with experience with international service projects.

3. Duties and Responsibilities:

a) Promoting greater awareness of resources and strategies for project planning,
implementation, identifying key local subject matter experts, and establishing direct lines
of communication and accountability for all types of international service, with a special
emphasis on improving global grant applications and the development of partnerships
between international Rotary clubs and districts.

b) Confer and cooperate with other leaders from across the district including but not
limited to the district Rotary Foundation, grants subcommittee, community service,
vocational service and alumni committees, to identify and promote resources for improved
projects and grants.

c) Collaborate with district Rotaract representatives, Rotary Action Groups, the The
Rotary Foundation Cadre of Technical Advisers, and other experts interested in assisting
with project and global grant applications.

4. Appointment of Chair:
To be effective, the district international service committee chair must have continuity of
leadership and success planning. A district’s governor-elect, in consultation with the
immediate past district governor and district governor-nominee, is encouraged to appoint
a past district governor, past regional Rotary Foundation coordinator, or a past assistant
regional Rotary Foundation coordinator to chair this committee, to serve a term of three
years without reappointment limits. (April 2020 Mtg., Bd. Dec. 127)

Source: November 1985 Mtg., Bd. Dec. 84. Amended by October 1988 Mtg., Bd. Dec. 116; June 1990 Mtg., Bd. Dec. 264; September
2011 Mtg., Bd. Dec. 34; January 2015 Mtg., Bd. Dec. 118; April 2016 Mtg., Bd. Dec. 170; October 2018 Mtg., Bd. Dec. 34; October
2019 Mtg., Bd. Dec. 57; April 2020 Mtg., Bd. Dec. 127
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 New Generations Service Exchange Committee

1. Purpose:
To promote New Generations Service Exchange as an opportunity for the development
of vocation and/or professional development and service.

2. Additional Qualifications of Members:

Preference should be given to those with general knowledge of Rotary and a strong
enthusiasm for young adult leadership development, professional development,
vocational exchange, for the New Generations Service Exchange (NGSE) program, and
program alumni. Ability to communicate in English and previous experience working
with Rotary Youth Exchange should also be regarded as positive attributes.

3. Duties and Responsibilities:

a) Coordinate districtwide activities related to New Generations Service Exchange.
b) Promote program participation through regular contact with assistant governors and
clubs.
c) Promote New Generations Service Exchange by encouraging members, program
participants, and alumni to get involved.
d) Cultivate relationships with other participating districts to encourage exchange
opportunities.
e) Prepare and submit a budget to the governor and the district finance committee for
approval to ensure that no personal financial profit is being made from New
Generations Service Exchange activities.

4. Appointment of Chair:
Because of the special knowledge and experience that administering a young adult
exchange program requires, it is highly recommended that districts use a leadership
succession plan, consulting all members of the committee as well as the governor-elect
and governor-nominee, to draw from the expertise of experienced committee members
and develop leaders within the committee. The plan should also arrange for an overlap
period, so that incoming chairs learn important procedures and policies from their
predecessors. (April 2020 Mtg., Bd. Dec. 127)

Source: April 2020 Mtg., Bd. Dec. 127

 Rotaract Committee

1. Purpose:
The district Rotaract committee, composed of equal numbers of Rotarians and Rotaractors,
supports Rotaract clubs in the district.

2. Additional Qualifications of Members:

Preference should be given to those who have club-level experience with Rotaract, Rotaract
alumni, and Rotaract members with leadership potential. Where feasible and practicable
there should be provision for continuity of membership by appointing one or more
members for a second term.
Rotary Code of Policies 73
June 2020

3. Duties and Responsibilities:

a) Coordinate districtwide activities related to Rotaract.
b) Promote engagement through regular contact with assistant governors and clubs.
c) Promote Rotaract by inviting participants to speak at events, partner on service
projects, and attend joint leadership and professional development trainings.
d) Support the organization of new Rotaract clubs.
e) Provide training and support to Rotaract club officers and advisors.
f) Prepare and submit a budget to the governor and the district finance committee for
approval to ensure that no personal financial profit is being made from Rotaract activities.
g) Oversee other administrative functions of Rotaract clubs within the district.

4. Appointment of Chair:
The district Rotaract committee chair (a Rotarian), appointed by the governor, and the
district Rotaract representative (a Rotaractor), elected by the Rotaract clubs in the district,
should serve as co-chairs of this committee. It is highly recommended that districts use a
leadership succession plan, consulting all members of the committee as well as the
governor-elect and governor-nominee, to draw from the expertise of experienced
committee members and develop leaders within the committee. The plan should also
arrange for an overlap period, so that incoming chairs learn important procedures and
policies from their predecessors. (April 2020 Mtg., Bd. Dec. 127)

Source: June 2009 Mtg., Bd. Dec. 217;October 2019 Mtg., Bd. Dec. 57; April 2020 Mtg., Bd. Dec. 127

 Rotary Friendship Exchange Committee

1. Purpose:
To promote Rotary Friendship Exchange as an opportunity to increase international
understand, cultural immersion, professional development, international service and
introduce participants to Rotary.

2. Additional Qualifications of Members:

Preference should be given to those with general knowledge of Rotary and a strong
enthusiasm for the Rotary Friendship Exchange program, intercultural understanding,
professional development, vocational exchange, international service, and cultural
immersion. Ability to communicate in English and previous experience working with
adult international exchanges should also be regarded as positive attributes.

3. Duties and Responsibilities:

a) Coordinate districtwide activities related to Rotary Friendship Exchange.
b) Promote program participation.
c) Cultivate relationships with other participating districts to encourage exchange
opportunities.
d) Coordinate reciprocal international exchanges around one of the following themes:
cultural, vocational, service.
e) Prepare and submit a budget to the governor and the district finance committee for
approval to ensure that no personal financial profit is being made from Rotary
Friendship Exchange activities.
f) Submit a report with exchange summaries to the general secretary after the
completion of each exchange.
Rotary Code of Policies 74
June 2020

4. Appointment of Chair:
The district governor should appoint an individual with experience participating in
international exchange programs for adults to lead the Rotary Friendship Exchange
committee. Ideal candidates should have experience in international exchanges both as
a participant and as a host. (April 2020 Mtg., Bd. Dec. 127)

Source: April 2020 Mtg., Bd. Dec. 127

 Rotary Youth Leadership Awards Committee

1. Purpose:
The district Rotary Youth Leadership Awards committee oversees promotes and supports
the activities of Rotary Youth Leadership Awards (RYLA) in the district.

2. Additional Qualifications of Members:

Preference should be given to those who have general knowledge of Rotary and/or
experience with Rotary Youth Leadership Awards, a strong enthusiasm for youth and
young adult leadership development, and RYLA alumni.

3. Duties and Responsibilities:

a) Coordinate districtwide activities related to Rotary Youth Leadership Awards.
b) Promote program participation through regular contact with assistant governors and
clubs.
c) Promote Rotary Youth Leadership Awards by encouraging members to get involved.
d) Engage RYLA alumni by asking them to speak at RYLA events, attend club meetings,
and participate in Rotary service.
e) Cultivate community partnerships and leverage community leaders as speakers,
facilitators, or trainers.

4. Appointment of Chair:
Governors are strongly encouraged to observe a three-year limitation on the consecutive
length of service of the district RYLA chair. Because of the special knowledge and
experience that administering youth programs requires, it is highly recommended that
districts use a leadership succession plan, consulting all members of the committee as
well as the governor-elect and governor-nominee, to draw from the expertise of
experienced committee members and develop leaders within the committee. The plan
should also arrange for an overlap period, so that incoming chairs learn important
procedures and policies from their predecessors. (April 2020 Mtg., Bd. Dec. 127)

Source: April 2020 Mtg., Bd. Dec. 127

 District Youth Exchange Committee

1. Purpose:
To promote Youth Exchange as an opportunity for the development of international
understanding.
Rotary Code of Policies 75
June 2020

2. Additional Qualifications of Members:

Preference should be given to those with general knowledge of Rotary and a strong
enthusiasm for the Youth Exchange program. Ability to communicate in English and
attendance at a Youth Exchange conference beyond the district level should also be
regarded as positive attributes. Governors are encouraged not to change more than 33
percent of the Youth Exchange committee at any time in order to ensure the continuity of
the program.

3. Duties and Responsibilities:

a) Coordinate districtwide activities related to Youth Exchange.
b) Promote program participation through regular contact with assistant governors and
clubs.
c) Promote Youth Exchange by encouraging members to get involved.
d) Prepare and submit a budget to the governor and the district finance committee for
approval to ensure that no personal financial profit is being made from Youth Exchange
activities.

4. Appointment of Chair:
Governors are strongly encouraged to observe a three-year limitation on the consecutive
length of service of the district Youth Exchange chair. Because of the special knowledge
and experience that administering youth programs requires, it is highly recommended that
districts use a leadership succession plan, consulting all members of the committee as well
as the governor-elect and governor-nominee, to draw from the expertise of experienced
committee members and develop leaders within the committee. A minimum experience of
three years in a key position on the district Youth Exchange committee is also strongly
encouraged for established Youth Exchange program. The plan should also arrange for an
overlap period, so that incoming chairs learn important procedures and policies from their
predecessors. (April 2020 Mtg., Bd. Dec. 127)
Source: May 1979 Mtg., Bd. Dec. 355; February 1984 Mtg., Bd. Dec. 312; February-March 1985 Mtg., Bd. Dec. 267; June 2009 Mtg.,
Bd. Dec. 217; Amended by January 2016 Mtg., Bd. Dec. 121; April 2020 Mtg., Bd. Dec. 127

17.030.3. Additional Committees

 District Rules and Procedures Committee

Districts are encouraged to form a district “Rules and Procedures” committee to advise and
assist governors on nominations and elections and other matters involving RI’s
constitutional documents. The committee shall consist of three members, each serving a
staggered three-year term with the possibility of reappointment. Appointments to the
committee are made by the governor at the conclusion of his or her year in office. Members
should be knowledgeable about RI’s constitutional documents and election procedures.

Governors with questions concerning RI election policies and procedures that they cannot
resolve within their districts with the assistance of their Rules and Procedures committee
should contact their Club and District Support representative or the RI director from their
area for assistance. (January 2015 Mtg., Bd. Dec. 118)

Source: June 2001 Mtg., Bd. Dec. 323; Amended by January 2015 Mtg., Bd. Dec. 118
Rotary Code of Policies 76
June 2020

17.040. District-Level Elections

17.040.1. Guidelines for District-Level Elections

The governor shall send the current election guidelines found in Rotary Code section
26.060.4., as well as the following list of election guidelines to all clubs at the time of the
official call for nominations:

Rotarians and election candidates shall

1. Learn and follow both the spirit and the letter of RI’s election guidelines
2. Consult with knowledgeable Rotarians about current or new assignments which may
give an appearance of campaigning
3. Not undertake personal initiatives to gain visibility, personal recognition, or favor
4. Not respond in kind to another candidate’s improper activities
5. Not communicate with or visit clubs involved in the applicable election except to fulfill
necessary functions (January 2017 Mtg., Bd. Dec. 86)
Source: June 2001 Mtg., Bd. Dec. 325; Amended by November 2004 Mtg., Bd. Dec. 59; January 2015 Mtg., Bd. Dec. 118; January
2017 Mtg., Bd. Dec. 86

17.040.2. Term Limit for Membership on Nominating Committee for Governor

The terms of reference for district nominating committees should specify that there should
be no fewer than three members of the nominating committee and members should serve
for no more than three one-year terms when a district has adopted a procedure for selecting
members on the nominating committee for governor under RI Bylaws section 12.030.1.
(January 2017 Mtg., Bd. Dec. 86)
Source: September 2016 Mtg., Bd. Dec. 73

17.040.3. Voluntary System of Rotation

Districts may adopt a voluntary system of rotating an office among the areas of the district;
however, candidates may run for office regardless of the voluntary rotation system and
cannot be excluded from candidacy. (January 2015 Mtg.,Bd. Dec. 118)
Source: June 2008 Mtg., Bd. Dec. 241; Amended by January 2015 Mtg., Bd. Dec. 118

17.040.4. Voting Strength

At least 15 days prior to the voting, the district governor will inform each club how many
votes it is entitled to in accordance with the RI Bylaws. This list shall also include new
clubs, whose voting strength shall be based on the number of charter members, and clubs
reinstated after generation of the most recent invoice, whose voting strength shall be based
on the number of members with which they are reinstated. (January 2018 Mtg., Bd. Dec.
73)

Source: July 2010 Mtg., Bd. Dec. 21; Amended by January 2015 Mtg., Bd. Dec. 118; January 2018 Mtg., Bd. Dec. 73

Cross References

19.030. Governor-nominee Selection

Rotary Code of Policies 77
June 2020

17.050. District Records

The outgoing governor shall pass on to his or her successor any and all information, including all
relevant records, documents, and financial information no later than 30 days after the end of the
Rotary year. (January 2015 Mtg., Bd. Dec. 118)

Source: January 1947 Mtg., Bd. Dec. E25; Amended by November 2004 Mtg., Bd. Dec. 59; January 2015 Mtg., Bd. Dec. 118


Rotary Code of Policies 78
June 2020

Article 18. New Club Development and Extension of Rotary

18.010. New Club Development

18.020. New Clubs
18.030. Non-Districted Rotary Clubs
18.040. Extension to Non-Rotary Countries and Geographical Areas

(Please note that this Article of the Code should be read in combination with Article 3)

18.010. New Club Development

18.010.1. District Governor – New Club Activities

The governor is responsible for organizing all new club efforts within the district and is
responsible for serving as or appointing a new club adviser to coordinate such activities.
(October 2015 Mtg., Bd. Dec. 75)
Source: November 2006 Mtg., Bd. Dec. 97; Amended by May 2012 Mtg., Bd. Dec. 244; October 2015 Mtg., Bd. Dec. 75

18.010.2. New Club Adviser – New Club Activities

A new club adviser is a Rotarian who represents the governor in the organization of a new
club in the district. To be effective, a district new club adviser must have continuity of
leadership; therefore, the new club adviser shall be appointed for a three-year term, subject
to review. (October 2015 Mtg., Bd. Dec. 75)
Source: January 1938 Mtg., Bd. Dec. 200; Amended by November 2006 Mtg., Bd. Dec. 97; May 2012 Mtg., Bd. Dec. 244; May 2015
Mtg., Bd. Dec. 181; October 2015 Mtg., Bd. Dec. 75

18.020. New Clubs

18.020.1. Requirements for Formation of a New Club

A New Club Application must be received and approved before Rotary admits the club.
(January 2015 Mtg., Bd. Dec. 118)
Source: May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 59; January 2015 Mtg., Bd. Dec. 118

18.020.2. Name of New Club

Each new club shall adopt a name that identifies it with its community and shall insert in
its constitution the name chosen, subject to the approval of RI. (January 2015 Mtg., Bd.
Dec. 118)
Source: January 1939 Mtg., Bd. Dec. 105; January 2015 Mtg., Bd. Dec. 118

18.020.3. Charter Members from Local Community

At least 50 percent of charter members should be from the local community in which the new
club is established. (September 2016 Mtg., Bd. Dec. 28)

Source: August 1999 Mtg., Bd. Dec. 94; Amended by February 2003 Mtg., Bd. Dec. 288; November 2004 Mtg., Bd. Dec. 59;
September 2016 Mtg., Bd. Dec. 28
Rotary Code of Policies 79
June 2020

18.020.4. Charter Membership List

The list of members submitted to the RI Board as part of the club’s application for
membership shall be considered the club’s complete charter membership list. Pending the
action of the RI Board on an application, no other members shall be elected to the club.
(November 2002 Mtg., Bd. Dec. 55)

Source: 1918 Mtg., Bd. Dec. 5

18.020.5. Minimum Number of Members in Sponsor Clubs

A club that wishes to sponsor a new club must have at least 20 members. Should there be
two or more sponsor clubs, only one of the co-sponsors is required to have at least 20
members. (November 2004 Mtg., Bd. Dec. 62)

Source: November 1997 Mtg., Bd. Dec. 168; Amended by November 2004 Mtg., Bd. Dec. 59; November 2004 Mtg., Bd. Dec. 62

18.020.6. Formation of New Clubs: Costs

New clubs shall only be admitted to membership once the Board is satisfied that its
members are able to pay all necessary RI and district dues and fees without external
assistance, and have the capability to remit dues to the association. (January 2015 Mtg.,
Bd. Dec. 118)

Source: February 1995 Mtg., Bd. Dec. 180; Amended by January 2015 Mtg., Bd. Dec. 118

18.020.7. Admission Fee for New Clubs

New clubs shall pay an admission fee of US$15 per charter member in order to underwrite
the cost to RI of chartering and serving the new club. (January 2015 Mtg., Bd. Dec. 118)

Source: January-February 1989 Mtg., Bd. Dec. 205; Amended by January 2015 Mtg., Bd. Dec. 118. Affirmed by November 1990 Mtg.
Bd. Dec. 114

18.020.8. Charter Ceremony

The governor or his/her designated representative should be present at the club's official
chartering ceremony. In some cases, the new club adviser or some other member of the
sponsor club may be called upon to present the charter for the governor. (October 2015
Mtg., Bd. Dec. 75)

Source: January 1916 Mtg., Bd. Dec. 26; January 1936 Mtg., Bd. Dec. E25; Amended by November 2004 Mtg., Bd. Dec. 59; January
2015 Mtg., Bd. Dec. 118; October 2015 Mtg., Bd. Dec. 75

18.020.9. Falsified Membership List

When a new club applying for admission submits a falsified membership list the general
secretary shall take the following action:

a. withhold admission of the new club;

b. notify the district governor that the club will not be admitted until all names on the new
club membership list have been verified, and that all future new club applications from
the district during the Rotary year will undergo scrutiny;
Rotary Code of Policies 80
June 2020

c. notify the district governor that the submission of the falsified membership list has made
him/her ineligible for any RI assignment for three years after his/her term as governor
ends. (January 2015 Mtg., Bd. Dec. 118)

Source: March 2005 Mtg., Bd. Dec 235; Amended by January 2015 Mtg., Bd. Dec. 118

18.030. Non-Districted Rotary Clubs

All clubs shall be part of a district. In exceptional circumstances, the RI Board may admit a Rotary
club without a district or temporarily remove a Rotary club or clubs from a district with the intent
to include the club(s) into a district at an appropriate time in the future. Such clubs shall be directly
administered by RI.

Each year the president is requested to appoint special representatives to guide specific groups of
Rotary clubs designated as non-districted by the Board. (January 2015 Mtg., Bd. Dec. 118)

Source: August 1999 Mtg., Bd. Dec. 94; Amended by November 2006 Mtg., Bd. Dec. 97; January 2015 Mtg., Bd. Dec. 118

18.040. Extension to Non-Rotary Countries and Geographical Areas

A non-Rotary country or geographical area is defined as any location that does not currently have
Rotary clubs. Rotarians, clubs, and districts shall not engage in any extension activities without
prior Board approval.

Rotarians interested in extending Rotary to non-Rotary countries or geographical areas should

contact the general secretary to offer their assistance to the Extension Representative for that area.

The Board will consider requests to start Rotary clubs in non-Rotary countries and geographical
areas upon the recommendation of the Extension Representative if the following criteria have been
met:

1. Required approval for the organization of Rotary clubs has been obtained from the government
2. Rotary clubs would be able to function freely as non-political entities of an international
organization
3. The location has a sufficient number of community leaders in businesses, professions and
occupations to sustain a Rotary club
4. Rotary clubs would be able to meet regularly as required by the Standard Rotary Club
Constitution
5. Rotary clubs would be able to meet the financial obligations prescribed by the RI Bylaws
without outside assistance
6. Rotary clubs would be able to sustain and increase membership, implement service projects,
support the Rotary Foundation, welcome Rotarian visitors from other countries, and develop
leaders capable of serving beyond the club level
7. An existing district agrees to include the non-Rotary country or geographical areas within its
boundaries. (October 2019 Mtg., Bd. Dec. 29)

Source: June 1996 Mtg., Bd. Dec. 331; November 1997 Mtg., Bd. Dec. 179; May 2003 Mtg., Bd. Dec. 325. Amended by November 2001 Mtg.,
Bd. Dec. 103; November 2006 Mtg., Bd. Dec. 97; June 2007 Mtg., Bd. Dec. 226; May 2012 Mtg., Bd. Dec. 244; January 2015 Mtg., Bd. Dec. 118;
October 2019 Mtg., Bd. Dec. 29
Rotary Code of Policies 81
June 2020

18.040.1. Extension Representatives

The RI President shall annually appoint Extension Representatives as appropriate to advise
the RI Board on matters related to the development of Rotary in non-Rotary countries and
geographical areas, including formation of new clubs. The Extension Representative shall
coordinate all Rotary contact with governmental officials in their assigned non-Rotary
country or geographical area. (January 2015 Mtg.,Bd. Dec. 118)

Source: November 2006 Mtg., Bd. Dec. 97; Amended by May 2012 Mtg., Bd. Dec. 244; January 2015 Mtg., Bd. Dec. 118

18.040.2. Extension to Isolated Communities

Extension to isolated places shall be undertaken only when a request is received from the
community and a district in the geographic vicinity has been identified to assist in the new
club’s formation. (November 2006 Mtg., Bd. Dec. 97)

Source: November 2006 Mtg., Bd. Dec. 97

18.040.3. Club and District Finances

Financial support shall not be provided to districts or clubs that accept the invitation to be
involved in extension to new countries. Clubs in new countries shall be instructed and
guided by the Secretariat to become financially self-sufficient as quickly as possible. (June
1998 Mtg., Bd. Dec. 348)

Source: May 1991 Mtg., Bd. Dec. 357

Cross References

32.030.1. Waiver or Remittance of Charter Fee


Rotary Code of Policies 82
June 2020

Article 19. District Officers

19.010. Governor’s Specific Duties and Responsibilities

19.020. Responsibilities of the Governor-nominee
19.030. Governor-nominee Selection
19.040. Training and Preparation
19.050. Vacancies in the Office of Governor or Governor-elect: Training
19.060. Past Governors
19.070. Relationship Between District Governors and Regional Leaders

19.010. Governor’s Specific Duties and Responsibilities

19.010.1. District Governor Code of Ethics

1. Governors will adhere to applicable laws and regulations while conducting Rotary
business. In addition, in conducting their private lives, governors will adhere to
applicable laws in order to preserve and protect the positive image of Rotary.

2. Governors will adhere to the provisions of the RI Constitution and Bylaws.

3. Governors will adhere to the provisions established by the RI Board as documented in

the Rotary Code of Policies.

4. Governors will serve for the benefit of Rotarians and the purposes of RI. Governors
should put the interests of the district first and avoid even the appearance of any
impropriety in their conduct.

5. Governors will foster an environment in the district that promotes safety, courtesy,
dignity, and respect and shall refrain from performing or tolerating unwelcome physical
contact, advances, or comments. Governors will also promptly address allegations of
harassment.

6. Governors will not use their office for personal prestige or benefit or for the benefit of
family members.

7. Governors will exercise due care in the diligent performance of their obligations to the
district.

8. Governors will act based on fairness to all concerned.

9. Governors will promote transparency of financial information and will ensure

compliance with all local and national laws relating to financial management.

10. Governors will prohibit and restrict the disclosure, communication, and use of
confidential and proprietary information. Governors should use this information only
for intended purposes, never for personal ones, and take precautions against accidental
disclosure.
Rotary Code of Policies 83
June 2020

11. Governors will comply with Rotary’s expense reimbursement policies. (January 2019
Mtg., Bd. Dec. 119)

Source: June 2007 Mtg., Bd. Dec. 266; Amended by June 2008 Mtg., Bd. Dec. 271; November 2008 Mtg., Bd. Dec. 96; January 2015
Mtg., Bd. Dec. 118; June 2017 Mtg., Bd. Dec. 177; January 2019 Mtg., Bd. Dec. 119

19.010.2. Authority to Act

Governors are authorized to act only as set forth in the RI Constitution and Bylaws and the
Rotary Code of Policies. Governors may not represent that they have authority to negotiate
or contract on behalf of RI and/or The Rotary Foundation. (September 2016 Mtg., Bd. Dec.
74)

Source: September 2016 Mtg., Bd. Dec. 74

19.010.3. Governors’ Responsibilities to Club-level Training

Governors should ensure that Rotary clubs have a comprehensive training plan that
addresses:
1. Club leaders attend district training meetings as appropriate
2. Orientation is consistently and regularly provided for new members
3. Ongoing educational opportunities are available for current members
4. A leadership skills development program is available for all members (January 2015
Mtg., Bd. Dec. 118)

Source: November 2006 Mtg., Bd. Dec. 104; Amended by January 2015 Mtg., Bd. Dec. 118

19.010.4. Governors’ Responsibilities to The Rotarian Magazine and Regional Magazines

Governors shall remind clubs to pay the subscription costs of their magazine, and use it as
a resource tool for public image and membership. (January 2019 Mtg., Bd. Dec. 80)

Source: February 2006 Mtg., Bd. Dec. 199; Amended by November 2010 Mtg., Bd. Dec. 100; January 2011 Mtg., Bd. Dec. 117;
October 2014 Mtg., Bd. Dec. 81; January 2015 Mtg., Bd. Dec. 118; October 2018 Mtg., Bd. Dec. 68

19.010.5. Governors’ Responsibilities for Club Membership Reporting

Governors will work with club secretaries in the district to ensure clubs send timely
membership updates to Rotary International. (January 2014 Mtg., Bd. Dec. 96)

Source: January 2014 Mtg., Bd. Dec. 96

19.010.6. Governors’ Responsibilities for Strategic Planning

Governors will conduct, implement, or review district strategic planning in consultation
with the governor-elect and governor-nominee. (September 2016 Mtg., Bd. Dec. 49)

Source: September 2016 Mtg., Bd. Dec. 49

Rotary Code of Policies 84
June 2020

19.020. Responsibilities of the Governor-nominee

As an incoming officer of RI, the governor-nominee should
1. begin to prepare for the role of governor
2. foster continuity by working with past, current, and incoming district leaders to support effective
clubs
3. begin analyzing the district’s strengths and weaknesses, including Rotary’s public image,
membership, The Rotary Foundation, district events, and RI programs, with background
material provided by the immediate past governor, governor, and governor-elect, and using RI
resources
4. review the district organization (District Leadership Plan) and club administrative framework
(Club Leadership Plan)
5. attend all district meetings when possible
6. participate in district committees or other activities, as may be suggested by the district governor
or district governor-elect
7. attend district governor-nominee training if offered, or seek other training if available
8. attend training in leadership skills
9. select a site for the district conference held during the year of the governor-nominee’s service
10. consider which Rotarians he/she will approach to serve on his/her district team

Assignments to the Governor-nominee

The governor and governor-elect shall provide the governor-nominee with the opportunity to
1. request specific responsibilities or assignments in connection with district committees or district
organization
2. attend as an observer any or all district meetings
3. be part of the organizing committee as an observer
4. participate in all strategic planning efforts and long term appointments in the district.
5. serve as an ex-officio member of the district Youth Exchange committee. (January 2016 Mtg.,
Bd. Dec. 121)

Source: June 2007 Mtg., Bd. Dec. 306; Amended by November 2009 Mtg., Bd. Dec. 85; January 2015 Mtg., Bd. Dec. 118; January 2016 Mtg.,
Bd. Dec. 121

19.030. Governor-nominee Selection

19.030.1. Selection of Governor-nominee

The selection by the clubs in a district of a governor-nominee should be conducted in a
dignified, responsible manner in harmony with the principles of Rotary. Districts should
seek out and nominate for the office of district governor the best qualified person.

District nominating committees are encouraged to interview all candidates for governor,
whether they are suggested by clubs or by the nominating committee. Each interview of
governor-nominee candidates should satisfy the following minimum needs:

a. verify that each candidate meets the formal requirements for nomination, in accordance
with RI Bylaws sections 16.010. and 16.020.
Rotary Code of Policies 85
June 2020

b. clarify the specific duties of a governor, including the knowledge, experience, time,
and fiscal resources required to fulfill them

c. allow an overall summary of each candidate’s qualifications and suitability

d. enable each candidate to share their vision and goals. (January 2015 Mtg., Bd. Dec.
118)

Source: May-June 1965 Mtg., Bd. Dec. 256; January 1970 Mtg., Bd. Dec. E-24; November 2001 Mtg., Bd. Dec. 56; Amended by
November 2007 Mtg., Bd. Dec. 107; January 2015 Mtg., Bd. Dec. 118. Affirmed by May 2003 Mtg., Bd. Dec. 410

19.030.2. Selection of Governor-nominee through Ballot-by-Mail Procedure

Information to be included in the biographical data to accompany ballots-by-mail for
election of the governor shall be as follows:

1) name of candidate; name and location of Rotary club; number of years a Rotarian;
classification or former classification; name of firm or former firm; position in firm or
former firm; district or zone meetings attended in last five years; current position(s)
and/or assignment(s) in Rotary (elective or appointed); former position(s) and/or
assignment(s) (elective or appointed)
2) special Rotary services and/or particular Rotary activities in which candidate has been
engaged, i.e. what candidate has done to advance Rotary
3) most significant honors or achievements in business, occupational, and professional
activities
4) most significant honors or achievements in civic and public service activities. (October
2019 Mtg., Bd. Dec. 29)

Source: February-March 1987 Mtg., Bd. Dec. 250; Amended by January 2015 Mtg., Bd. Dec. 118; October 2019 Mtg., Bd. Dec. 29

19.030.3. Selection of Governor-nominee in New Districts

When clubs in existing districts are regrouped into new districts, the new districts shall, if
practical, select the governor-nominee in advance of the effective date of the new district
by the same procedure used by those clubs before the regrouping occurred. When this
procedure is not practical, the Board, the president acting on its behalf, shall authorize a
ballot-by-mail and shall designate a governor to conduct the ballot-by-mail. Once the new
district becomes effective, the clubs in the district shall adopt at the first district conference
a procedure for future selection of the governor-nominee. (January 2015 Mtg., Bd. Dec.
118)

Source: February 1981 Mtg., Bd. Dec. 282; Amended by January 2015 Mtg., Bd. Dec. 118

Cross References

17.040. District-Level Elections

Rotary Code of Policies 86
June 2020

19.040. Training and Preparation

19.040.1. Leadership Training Cycle

The preferred sequence for Rotary leadership development should be as follows (allowing
for the possibility for combining meetings where appropriate):

a) Governor-nominee Training Seminar in conjunction with Rotary institutes

b) Governor Elect Training Seminar (GETS) in conjunction with Rotary institutes
c) International Assembly
d) District Team Training Seminar
e) Presidents-elect training seminar
f) District Training Assembly
(January 2020 Mtg. Bd. Dec. 85)

Source: July 1997 Mtg., Bd. Dec. 55; November 1999 Mtg., Bd. Dec. 218; Amended by October 2014 Mtg., Bd. Dec. 75; January
2015 Mtg., Bd. Dec. 118; September 2017 Mtg., Bd. Dec. 51; October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg. Bd. Dec. 85

19.040.2. Governor-nominee Training at Rotary Institutes

Rotary institute conveners are requested to provide comprehensive governor-nominee
training by 2020-21, to meet the unique needs of the governors-nominee in their zones and
to enhance the continuity of leadership within the districts. Such training shall not
duplicate training for governors-elect.

Rotary International will subsidize the cost of governor-nominee training.

Each convener shall designate one individual (preferably someone who has been an RI
training leader) who shall oversee governor-nominee training, starting in 2020, to be
funded by RI.

Rotary institute conveners, starting in 2020, are requested to hold GETS and governor-
nominee training on a date early enough in the Rotary year to provide sufficient time for
governors-elect and governors-nominee to plan and prepare for their role at the
International Assembly.

Governor-nominee training should cover

• Governor-nominee responsibilities
• Assessing your district
• Creating a calendar
• Financial management
• Convening training events and district conference
(January 2020 Mtg., Bd. Dec. 85)

Source: February 2003 Mtg., Bd. Dec. 281; Amended by November 2007 Mtg., Bd. Dec. 112; January 2015 Mtg., Bd. Dec. 118;
September 2016 Mtg., Bd. Dec. 50; June 2017 Mtg., Bd. Dec. 182
Rotary Code of Policies 87
June 2020

19.040.3. Meeting of Governors-nominee and Governors-elect

Governors-nominee and governors-elect should meet jointly to learn about

• Succession planning
• District leadership plan
• Strategic planning;
• Communication
(January 2020 Mtg., Bd. Dec. 85)

Source: June 2017 Mtg., Bd. Dec. 182

19.040.4. Excusing Governor-elect Attendance at International Assembly

The president-elect may excuse attendance on behalf of the board in extenuating and
mitigating circumstances, with the provision that the governor-elect shall attend alternate
training as provided by the general secretary. (January 2015 Mtg., Bd. Dec. 118)

Source: June 2006 Mtg., Bd. Dec. 269

19.040.5. Zone Level Governor-elect Training (GETS)

The Board has adopted a two-day training program for governors-elect at the zone level that
may be held in conjunction with Rotary institutes integrating topics approved by the Board
and the Trustees of The Rotary Foundation called the governors-elect training seminar
(GETS).

Conveners will certify to the president-elect that the RI GETS curriculum will be followed
to ensure that all governors-elect are given consistent training before attending the
International Assembly.

The following topics will be addressed:

a) Role and Responsibilities

b) Membership Development
c) Developing Effective Leaders
d) Public Image (including Branding and Rotary Marks policies)
e) The Rotary Foundation
f) Your Support from Rotary
g) International Assembly Preview

The convener will schedule enough time to ensure appropriate coverage of each subject.

Additionally, each GETS should allow for individual presentations from a regional Rotary
Foundation coordinator, a Rotary coordinator and a Rotary public image coordinator who
will explain their role and the support they can provide for districts.

A member of the RI staff should conduct the session “Your Support from Rotary.”
Rotary Code of Policies 88
June 2020

Governor-elect training will not include district organization. (April 2020 Mtg., Bd. Dec.
127)

Source: June 1999 Mtg., Bd. Dec. 311; November 1999 Mtg., Bd. Dec. 213; June 2004 Mtg., Bd. Dec. 270; Amended by November
2004 Mtg., Bd. Dec. 52; September 2011 Mtg., Bd. Dec. 126; January 2013 Mtg., Bd. Dec. 154; January 2015 Mtg., Bd. Dec. 118;
June 2017 Mtg., Bd. Dec. 182; June 2017 Mtg., Bd. Dec. 182. See also June 1999 Trustees Mtg., Dec. 204; January 2017 Mtg., Bd.
Dec. 86

19.040.6. Governor-elect Mandatory Attendance at GETS

Attendance at the governors-elect training seminar (GETS) shall be mandatory for
governors-elect. Governors-elect are required to attend the GETS for the zone in which
they were elected and in which they will serve. The convener may excuse attendance at
GETS in extenuating and mitigating circumstances, with the provision that the governor-
elect shall attend alternate training as provided by the general secretary. (January 2013
Mtg., Bd. Dec. 154)

Source: November 1999 Mtg., Bd. Dec. 213; February 2001 Mtg., Bd. Dec. 260; Amended by June 2001 Mtg., Bd. Dec. 310; June
2001 Mtg., Bd. Dec. 445; November 2004 Mtg., Bd. Dec. 59; June 2006 Mtg., Bd. Dec. 269; January 2013 Mtg., Bd. Dec. 154

19.040.7. GETS Training Team

The Rotarians who conduct training at the governors-elect training seminar will be referred
to as the GETS training team.

The GETS training team leader must

a. be a recent RI training leader (preferably within the last 3-5 years)

b. coordinate the GETS team members
c. coordinate training for the GETS team members prior to GETS
d. distribute the GETS training materials to the governors-elect, if necessary
e. monitor attendance of governors-elect and report it to RI

The GETS training team should be comprised of a minimum of five core members, from
within the zone(s), as follows:

1. GETS training team leader

2. GETS general team member
3. Regional Rotary Foundation coordinator
4. Rotary coordinator
5. Rotary public image coordinator

The GETS training team leader and general trainer must be appointed by the president for
the class of governors being trained, upon recommendation by the convener. Exceptions
can be made if there is no recent RI training leader for the zone.

a. Conveners may appoint additional team members if necessary. Additional general team
members will not be funded.
Rotary Code of Policies 89
June 2020

b. the selected regional Rotary Foundation coordinator, Rotary coordinator and Rotary
public image coordinator shall give informational presentations as assigned by the GETS
training team leader.

c. all member(s) of the team should have extensive training experience. (January 2015
Mtg., Bd. Dec. 118)

Source: November 1999 Mtg., Bd. Dec. 214; Amended by July 2002 Mtg., Bd. Dec. 27; November 2004 Mtg., Bd. Dec. 52; November
2006 Mtg., Bd. Dec. 104; June 2008 Mtg., Bd. Dec. 268; June 2010 Mtg., Bd. Dec. 251; September 2011 Mtg., Bd. Dec. 126; January
2013 Mtg., Bd. Dec. 154; January 2015 Mtg., Bd. Dec. 118

19.040.8. Reimbursement of Expenses for GETS Training Team Members

The GETS team leader and funded general trainer will be reimbursed for their participation
in GETS, for the actual cost of three nights’ hotel, three days’ meals, GETS registration
fees, roundtrip transportation to and from the training, and photocopies of GETS
worksheets up to US$50.00. Coordinators will be reimbursed from their allocation.
Reimbursement will be provided as follows:

The costs of the regional Rotary Foundation coordinator are provided through their
allocation from The Rotary Foundation.

The costs of the Rotary coordinator and Rotary public image coordinator are provided
through their allocation from RI.

Additional general team members will not be funded.

RI will consider covering costs for additional members when the number of governors-
elect and their language needs warrant. (January 2015 Mtg., Bd. Dec. 118)

Source: November 1999 Mtg., Bd. Dec. 214; Amended by July 2002 Mtg., Bd. Dec. 27; November 2004 Mtg., Bd. Dec. 52; June 2008
Mtg., Bd. Dec. 268; June 2010 Mtg., Bd. Dec. 251; September 2011 Mtg., Bd. Dec. 126; January 2013 Mtg., Bd. Dec. 154; January
2015 Mtg., Bd. Dec. 118

19.040.9. Governor-elect Partner Training at GETS

Rotary institute conveners are encouraged to conduct needs assessments among
governors’-elect partners in order to plan partner training at GETS, if appropriate. (May
2003 Mtg., Bd. Dec. 324)

Source: February 2003 Mtg., Bd. Dec. 280

19.040.10. Evaluation of GETS

The general secretary shall communicate training expectations effectively to all governors-
elect at least 60 days prior to their attendance at GETS. Governors-elect shall complete an
evaluation immediately following the meeting. The GETS training team shall be asked to
complete an evaluation that addresses the success of the training session, support from RI,
logistical issues, as well as recommendations on how the training might be improved in the
future. (January 2013 Mtg., Bd. Dec. 154)

Source: November 1996 Mtg., Bd. Dec. 87; June 1998 Mtg., Bd. Dec. 352; Amended by November 1999 Mtg., Bd. Dec. 214;
November 2004 Mtg., Bd. Dec. 52; June 2005 Mtg., Bd. Dec. 311; January 2013 Mtg., Bd. Dec. 154
Rotary Code of Policies 90
June 2020

19.040.11. Assignments to the Governor-elect

The governor shall provide the governor-elect

1. specific responsibilities in connection with district committees or district organization

2. an invitation to attend as an observer all district meetings, in addition to meetings where
he or she is not otherwise designated as a participant
3. assignments to participate in the program of the district conference. (November 2004
Mtg., Bd. Dec. 59)

Source: May 1967 Mtg., Bd. Dec. 225; Amended by November 2004 Mtg., Bd. Dec. 59

19.040.12. Governor-elect Attendance at District Conference

Governors-elect are encouraged to visit district conferences in other districts prior to the
year in which they take office in order to observe and evaluate procedures and features
whereby their own district conference may be improved and strengthened. The governor
should be encouraged to invite governors-elect from other districts to attend and participate
in the district conference of his or her district. (January 2015 Mtg., Bd. Dec. 118)

Source: February 1984 Mtg., Bd. Dec. 241; Amended by January 2015 Mtg., Bd. Dec. 118

19.040.13. Simultaneous Interpretation at Training Events

Simultaneous interpretation shall be funded at Governors-Elect Training Seminars and
Governors-Nominee Training Seminars, as requested by the convener. The general
secretary shall budget annually for this purpose. (April 2020 Mtg., Bd. Dec. 127)
Source: January 2020 Mtg., Bd. Dec. 112; Amended by April 2020 Mtg., Bd. Dec. 127

19.050. Vacancies in the Office of Governor or Governor-elect: Training

The following policy governs the filling of a vacancy in the office of governor or governor-elect:

a) a past governor who has been selected to serve a second term prior to the International Assembly
shall be invited to attend the International Assembly at the expense of RI
b) a past governor who has been selected to fill a vacancy in the office of governor after the
International Assembly shall receive, at RI’s expense, training as determined by the general
secretary (January 2015 Mtg., Bd. Dec. 118)

Source: May 1988 Mtg., Bd. Dec. 377; Amended by February 2004 Mtg., Bd. Dec. 189; November 2004 Mtg., Bd. Dec. 59; January 2015 Mtg.,
Bd. Dec. 118

19.060. Past Governors

19.060.1. Utilizing Services of Past Governors

Governors are urged to draw upon past governors for assistance in extension efforts,
training incoming Governors, promoting the convention, and providing direct assistance to
weaker clubs. (January 2015 Mtg., Bd. Dec. 118)

Source: February 1977 Mtg., Bd. Dec. 262; Amended by January 2015 Mtg., Bd. Dec. 118
Rotary Code of Policies 91
June 2020

19.060.2. Advisory Council of Past Governors

An advisory council of past governors should be organized in each district. Such councils
shall be composed of all past governors who are members of Rotary clubs within the district.
Governors are urged to call a meeting of the council at least once a year within the month
following the end of the International Assembly to allow the governor-elect to inform the
current and past governors about the issues debated and presented at the International
Assembly.

The authority and/or the responsibility of the governor shall in no way be impaired or
impeded by the advice or actions of the past governors. (January 2015 Mtg., Bd. Dec. 118)

Source: February 2002 Mtg., Bd. Dec. 195; COL 92-278; Amended by January 2015 Mtg., Bd. Dec. 118. See also January 1942
Mtg., Bd. Dec. 155

19.070. Relationship Between District Governors and Regional Leaders

District governors and their district teams are directly supported by and have the resource of
Regional Leaders (Regional Rotary Foundation Coordinators, Rotary Coordinators, Rotary Public
Image Coordinators, and Endowment/Major Gifts Advisers) and their assistants to further success
in their districts. District leaders partner with regional leaders to support and execute Rotary’s
strategic plan, align all corporate communications and goals, and deliver quality, individualized
team training at their events. District governors and their district chairs are encouraged to develop
a strong working relationship with their regional team by exchanging strategies, sharing goals, and
planning together to further the success of their district.

Governors and their district teams also connect and interact with their regional leaders by using
their experience and knowledge in the districts they serve to:

Support and Strengthen Clubs

‒ Create new clubs
‒ Engage current members to continue participating in club activities
‒ Promote member diversity, club innovation, and flexibility
‒ Develop strategies to attract new members
‒ Enhance the value of membership for current members

Focus on and Increase Humanitarian Service

‒ Continue discussion of polio eradication in a meaningful way
‒ Grow participation in effective Foundation grants and programs
‒ Increase giving to the Annual Fund
‒ Discuss giving a major gift
‒ Inspire Rotarians to leave a legacy by creating an endowment

Enhance Public Image and Awareness

‒ Share the approved Rotary brand, positioning, and visual identity
‒ Spread club awareness and a positive public image in local communities
‒ Foster effective communication among clubs, potential members, and their communities (June
2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

Rotary Code of Policies 92
June 2020

Cross References

17.030.1. Assistant Governors


Rotary Code of Policies 93
June 2020

Article 20. District Meetings

20.005. Location of District Meetings

20.010. District Conference Overview
20.020. District Conference Program
20.030. President’s Representative at Conference
20.040. Joint District Conferences
20.050. Protocol at District Meetings
20.060. District Training Assemblies
20.070. Presidents-Elect Training Seminars (PETS)
20.080. District Team Training Seminar
20.090. District Vibrant Club Workshop

20.005. Location of District Meetings

District meetings should, when possible, be held within the district boundaries so as to limit costs
to participants. (April 2018 Mtg., Bd. Dec. 135)

Source: January 2018 Mtg., Bd. Dec. 80

20.010. District Conference Overview

The purpose of the district conference is to bring together members and community leaders in the
district to inspire greater involvement with Rotary, strengthen existing relationships, and to
showcase the impact and outreach of Rotary in the world. (April 2020 Mtg., Bd. Dec. 142)

Source: June 2010 Mtg., Bd. Dec. 249; Amended by January 2015 Mtg., Bd. Dec. 118; April 2020 Mtg., Bd. Dec. 142

20.020. District Conference Program

20.020.1. Requirements for the District Conference

The district conference must

a) provide the representative of the RI president with the opportunity to deliver two major
addresses, one of which is 20-25 minutes at the session with the maximum attendance; in
addition, representatives should be provided an opportunity to make remarks at the
conclusion of the conference to demonstrate appreciation to the host district

b) approve the per capita levy, if not approved previously at the district training assembly
or district presidents-elect training seminar

c) elect the member of the nominating committee for the RI Board of Directors, as
appropriate
Rotary Code of Policies 94
June 2020

d) elect the district’s Council representative during the Rotary year two years prior to the
Council on Legislation, if the district chooses not to utilize the nominating committee
procedure. (October 2019 Mtg., Bd. Dec. 29)

Source: November 1999 Mtg., Bd. Dec. 203; February 2003 Mtg., Bd. Dec. 275. See also March 1992 Mtg., Bd. Dec. 215, June 1999
Mtg., Bd. Dec. 295; June 1999 Mtg., Bd. Dec. 298. Amended by November 2001 Mtg., Bd. Dec. 45; November 2001 Mtg., Bd. Dec.
55; November 2004 Mtg., Bd. Dec. 58; June 2007 Mtg., Bd. Dec. 226; January 2015 Mtg., Bd. Dec. 118; September 2016 Mtg., Bd.
Dec. 28; October 2019 Mtg., Bd. Dec. 29

20.020.2. Role and Responsibilities of the Governor

To achieve a successful district conference the governor will

a) be responsible for the planning, organizing and conducting of the conference

b) develop a comprehensive and well-balanced program within the Board-recommended
guidelines
c) ensure that hospitality and courtesy appropriate to the RI president is given to the
representative of the RI president and his/her partner
d) ensure maximum representation from every club in the district by involving them in
conference programs and activities
e) encourage the involvement of the local community by conducting a well-planned public
image effort - that includes media relations - before, during and after the conference
f) invite representatives of the local community to participate in the program
g) make a special effort to have the entire membership of all newly organized clubs attend
the conference
h) appoint an aide to the president’s representative, if applicable. (October 2019 Mtg.,
Bd. Dec. 44)

Source: November 1999 Mtg., Bd. Dec. 203; Amended by February 2003 Mtg., Bd. Dec. 275; June 1999 Mtg., Bd. Dec. 295; June
1999 Mtg. Bd. Dec. 298; January 2015 Mtg., Bd. Dec. 118; October 2019 Mtg., Bd. Dec. 44. See also March 1992 Mtg., Bd. Dec.
215;

20.030. President’s Representative at Conference

20.030.1. Qualifications and Selection of President’s Representatives

The president’s representative represents the RI president at the conference by presenting
inspirational, motivational, and educational addresses. In selecting representatives, the
president should consider public speaking, social skills, relevant language abilities, the past
performance of individuals when making these assignments, and the cost-effectiveness of
the appointment. The president should make these appointments as early as possible and
provide the representatives with background materials well in advance of the conference.
Effective 1 July 2020, president’s representatives shall not be appointed to more than one
conference per Rotary year. (October 2019 Mtg., Bd. Dec. 29)

Source: July 1991 Mtg., Bd. Dec. 47; June 1999 Mtg., Bd. Dec. 295; August 1999 Mtg., Bd. Dec. 84; Amended by November 2002
Mtg., Bd. Dec. 175; June 2010 Mtg., Bd. Dec. 249; January 2015 Mtg., Bd. Dec. 118; April 2019 Mtg., Bd. Dec. 140

20.030.2. Role of the President’s Representative at Conference

In representing the RI president and partner, the president's representative and his/her
partner shall
Rotary Code of Policies 95
June 2020

a) meet personally as many Rotarians and partners as possible

b) inspire and motivate district conference participants through formal presentations and
participation in all aspects of the conference
c) provide information on the RI president and the annual theme
d) stress the importance of membership attraction, retention and engagement
e) promote the programs and development of The Rotary Foundation
f) evaluate the governor, governor-elect, and other Rotarian participants for future
responsibilities
g) attend all scheduled district conference meetings
h) refrain from involvement in district disputes (October 2019 Mtg., Bd. Dec. 44)

Source: November 1990 Mtg., Bd. Dec. 149. Amended by June 1999 Mtg., Bd. Dec. 298; November 1999 Mtg., Bd. Dec. 206;
November 1999 Mtg., Bd. Dec. 207; February 2003 Mtg., Bd. Dec. 275; June 2009 Mtg., Bd. Dec. 276; January 2015 Mtg., Bd. Dec.
118; October 2019 Mtg., Bd. Dec. 44

20.030.3. The Role of President’s Representatives’ Partners

The partners of president's representatives have a responsibility to promote the ideals and
programs of Rotary, in addition to supporting the president's representatives. Involvement
in the activities of the conference is required, including attendance at partners’ meetings,
social gatherings, and plenary sessions. (October 2019 Mtg., Bd. Dec. 44)

Source: November 1999 Mtg., Bd. Dec. 207; Amended by February 2003 Mtg., Bd. Dec. 275; October 2019 Mtg., Bd. Dec. 44

20.030.4. President’s Representative Evaluation

The president’s representative should complete and transmit to the president the report on
the conference promptly following the conference. The president is requested to ensure
prompt and appropriate follow-up to the reports of the president’s representatives.
(November 2001 Mtg., Bd. Dec. 45)

Source: February-March 1983 Mtg., Bd. Dec. 240; July 1991 Mtg., Bd. Dec. 47

20.030.5. Expenses of President’s Representative

Rotary International will pay eligible travel expenses of the president’s representative and
partner to a district conference that are directly tied to the assignment and would not have
been incurred otherwise, including ground transportation to and from the airport, visa fees,
forced overnight hotel expenses, and baggage fees. The district conference shall assume
the hotel and other conference expenses of the president’s representative and partner during
their attendance at the conference.

Effective 1 July 2020, RI will not fund the expenses of a president’s representative to a
district conference where the average conference attendance in the previous three years
was less than 200 or when the scheduled conference program is not more than one day.
(October 2019 Mtg., Bd. Dec. 44)

Source: January 1968 Mtg., Bd. Dec. 106; February-March 1983 Mtg., Bd. Dec. 240; Amended by February 2003 Mtg., Bd. Dec. 275;
January 2015 Mtg., Bd. Dec. 118; April 2019 Mtg., Bd. Dec. 140; October 2019 Mtg., Bd. Dec. 35; October 2019 Mtg., Bd. Dec. 44
Rotary Code of Policies 96
June 2020

20.040. Joint District Conferences

20.040.1. Holding of Joint District Conferences

The Board authorizes holding of district conferences of two or more districts conjointly,
where feasible. (January 2015 Mtg., Bd. Dec. 118)

Source: July 1943 Mtg., Bd. Dec. 41; January 1956 Mtg., Bd. Dec. 110; July 1956 Mtg., Bd. Dec. 37; January 1964 Mtg., Bd. Dec.
97; November 1999 Mtg., Bd. Dec. 203; Amended by November 2010 Mtg., Bd. Dec. 93; January 2015 Mtg., Bd. Dec. 118

20.050. Protocol at District Meetings

The governor shall plan, promote, and preside at all official district meetings except as otherwise
expressly provided. (May 2011 Mtg., Bd. Dec. 182)

Source: February 1980 Mtg., Bd. Dec. 275

20.060. District Training Assemblies

20.060.1. Purpose of the District Training Assembly

The purpose of the district training assembly is to
 Prepare incoming club leaders for their year in office and build their leadership team
 Give the district governor-elect, and incoming assistant governors and district
committees the opportunity to motivate club leadership teams and build their working
relationship. (June 2013 Mtg., Bd. Dec. 196)

Source: November 2005 Mtg., Bd. Dec. 104; June 2013 Mtg., Bd. Dec. 196

20.060.2. District Training Assembly Participants

The participants in the district training assembly shall be club presidents-elect and the
members of Rotary clubs assigned by the club president-elect to serve in key leadership
roles in the upcoming Rotary year. (June 2013 Mtg., Bd. Dec. 196)

Source: November 1999 Mtg., Bd. Dec. 218; June 2013 Mtg., Bd. Dec. 196

20.060.3. District Training Assembly Components

The following components will be included in the district training assembly for each
functional group participating in the training:

 RI theme
 Roles and responsibilities
 Policies and procedures
 Selecting and training your team
 Developing annual and long-range plans
 Resources
 Case study exercise
 Team building exercise: finalizing club goals
 Problem solving exercise
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June 2020

The functional groups participating in the training include

 Club administration
 Club public image
 Membership
 Service projects
 The Rotary Foundation
 Secretary
 Treasurer
 President-elect (Note: Presidents-elect will focus on public speaking and motivating
Rotarians so as not to repeat the training they receive at PETS.) (January 2015 Mtg.,
Bd. Dec. 118)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104; June 2013 Mtg., Bd. Dec. 196; January
2015 Mtg., Bd. Dec. 118

20.060.4. District Training Assembly Time Frame

The district training assembly should consist of a one full-day seminar preferably to be
held during the month of March, April or May. (June 2013 Mtg., Bd. Dec. 196)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2001 Mtg., Bd. Dec. 45; May 2003 Mtg., Bd. Dec. 325; November
2007 Mtg., Bd. Dec. 113; June 2010 Mtg., Bd. Dec. 182; June 2013 Mtg., Bd. Dec. 196

20.060.5. District Training Assembly Leaders

The governor-elect is responsible for the overall program of the district training assembly.
The district trainer is responsible for planning and conducting the assembly. The district
chairs related to the functional areas are responsible for leading the related breakout
sessions. For the presidents-elect sessions, past governors and assistant governors should
be used as appropriate. (June 2013 Mtg., Bd. Dec. 196)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by June 2013 Mtg., Bd. Dec. 196

20.060.6. Attendance at District Training Assembly

a) Members of Rotary clubs assigned by the club president-elect to serve in key leadership
roles in the upcoming Rotary year, before accepting office, should be required by their
respective clubs to pledge themselves to attend the district training assembly.

b) Each club shall adopt a policy of paying the expenses of the president-elect to the district
training assembly without diminishing the importance of other designated participants in the
district training assembly. (June 2013 Mtg., Bd. Dec. 196)

Source: January 1964 Mtg., Bd. Dec. 99; January 1970 Mtg., Bd. Dec. E-13; November 1999 Mtg., Bd. Dec. 218; November 2004 Mtg.,
Bd. Dec. 58; June 2013 Mtg., Bd. Dec. 196

20.060.7. Scheduling of District Training Assembly

Where circumstances require, if the district conference is held during April, consideration
may be given to holding the district training assembly and the district conference as
consecutive meetings, provided that, in any such scheduling of the meetings the district
conference is held as the second such meeting. Such consecutive meetings should be
Rotary Code of Policies 98
June 2020

scheduled without reducing the time required for each such meeting and with due regard for
the essential features of each. (June 2013 Mtg., Bd. Dec. 196)

Source: October 1998 Mtg., Bd. Dec. 126. Amended by November 1999 Mtg., Bd. Dec. 218; June 2013 Mtg., Bd. Dec. 196

20.070. Presidents-elect Training Seminars (PETS)

20.070.1. Purpose of PETS

The purpose of the presidents-elect training seminar (PETS) is to
 Prepare incoming club presidents for their year as president
 Give district governors-elect and incoming assistant governors the opportunity to
motivate incoming presidents and build their working relationship. (November 2005 Mtg.,
Bd. Dec. 104)

Source: November 2005 Mtg., Bd. Dec. 104

20.070.2. Program of PETS

To achieve the stated purpose of the program, the Board recommends including the
following components in the presidents-elect training seminar:
 RI theme
 Role and responsibilities of club president
 Goal setting
 Selecting and preparing club leaders
 Club administration
 Membership
 Service projects
 The Rotary Foundation
 Public image
 Resources
 Annual and long-range planning
(January 2015 Mtg., Bd. Dec. 118)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104; January 2015 Mtg., Bd. Dec. 118

20.070.3. Participants
All club presidents-elect in the district shall attend the PETS as required by Article 11,
Section 5 of the Standard Rotary Club Constitution. Other participants should include the
governor-elect, assistant governors, and the district trainer.

Assistant governors shall assist the governor-elect with team building among the
presidents-elect to whose clubs they are assigned, the governor-elect, and themselves.

The district trainer shall work with the governor-elect in developing training materials and
conducting the training session for the PETS Seminar Leadership Team. (November 2004
Mtg., Bd. Dec. 59)

Source: July 1997 Mtg., Bd. Dec. 59; November 1999 Mtg., Bd. Dec. 218; November 2004 Mtg., Bd. Dec. 58
Rotary Code of Policies 99
June 2020

20.070.4. PETS Leaders

The governor-elect is responsible for the PETS. The district trainer is responsible for
planning and conducting the Seminar under the direction and supervision of the governor-
elect. The PETS leadership team consists of qualified past governors and district
committee chairs.

Governors-elect are encouraged to utilize the members of the district Rotary Foundation
committee in developing and delivering Foundation topics in appropriate sessions. (January
2015 Mtg., Bd. Dec. 118)
Source: November 1999 Mtg., Bd. Dec. 218; November 2001 Mtg., Bd. Dec. 43; January 2015 Mtg., Bd. Dec. 118

20.070.5. PETS Time Frame

PETS should consist of a minimum of a one-and-a-half day seminar preferably to be held
during the month of February or March.

Districts are encouraged to conduct training of Rotaract club presidents-elect in

conjunction with presidents-elect training seminars (PETS) and club officer training where
appropriate. (January 2018 Mtg., Bd. Dec. 103)
Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2004 Mtg., Bd. Dec. 58; November 2007 Mtg., Bd. Dec. 113;
June 2010 Mtg., Bd. Dec. 182; January 2018 Mtg., Bd. Dec. 103

20.070.6. Multidistrict PETS Guidelines

Multidistrict PETS organizations are exempt from Rotary Code of Policies Article 21
Multidistrict Activities. Rather, they are to be governed by these Multidistrict PETS
Guidelines. Multidistrict PETS organizations are to develop and maintain operating
guidelines, in accordance with the Multidistrict PETS Guidelines, that has been approved
by all districts involved.

A. Program
For governors-elect conducting multidistrict PETS, at least three hours of the program must
be allocated to meetings between governors-elect and their incoming club presidents, with
assistant governors, if applicable.

B. Administration
The governors-elect are responsible for developing and approving the final program and
selecting the training leaders and plenary speakers. The district trainer, or a designee
selected or approved by the governor-elect, is responsible for planning and conducting the
training at the seminar.

The governors-elect involved in a multidistrict PETS are responsible for ensuring that
policies and procedures exist to appropriately administer all funds collected for the
multidistrict PETS. The governors-elect shall also be responsible for ensuring that an
audited financial statement of multidistrict PETS finances is prepared.

Any participating district that seeks to terminate its participation in a multidistrict PETS
must secure the approval of two-thirds of the clubs in the district to withdraw. The
governor-elect shall notify the general secretary and the governors-elect of the other
districts concerned of its decision within 60 days prior to the date of termination.
Rotary Code of Policies 100
June 2020

C. Transition to Multidistrict Format

Governors-elect shall initially conduct a multidistrict PETS only after approval of two-
thirds of the clubs in the district. The Board authorizes two or more districts to hold their
PETS conjointly where all participating districts have attained the above level of club
approval.

D. One-Year Waiver for Establishing Multidistrict PETS

Districts that have not participated in a multidistrict PETS within the previous five years
may initiate or join an existing multidistrict PETS for a single year without first obtaining
the consent of two-thirds of the clubs involved, provided the incoming governors
responsible for planning the proposed multidistrict PETS unanimously agree. (January
2015 Mtg., Bd. Dec. 118)

Source: July 1997 Mtg., Bd. Dec. 59; Amended by February 2003 Mtg., Bd. Dec. 283; June 2004 Mtg., Bd. Dec. 279; November 2004
Mtg., Bd. Dec. 58; July 2010 Mtg., Bd. Dec. 19; January 2015 Mtg., Bd. Dec. 118. Affirmed by November 2002 Mtg., Bd. Dec. 142

20.070.7. Administration of PETS

All PETS, whether single or multidistrict, shall be under the direct authority and control of
the governors-elect in cooperation with governors in order to foster unity and promote
communication among the district leadership team. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1996 Mtg., Bd. Dec. 304

20.070.8. Form of Incorporation of Multidistrict PETS

In instances where multidistrict PETS are incorporated, the members of the corporation
should be the governors-elect of the districts involved or their appointees. The board of
directors of any such incorporated activity should be elected by the members of the
corporation. Corporate structures not in harmony with these provisions will generally be
considered as not in conformance with RI policy regarding supervision of multidistrict
PETS by the governors-elect, unless evidence to the contrary is presented at the time that
such projects apply for approval by the Board. (November 2004 Mtg., Bd. Dec. 58)
Source: May 1986 Mtg., Bd. Dec. 279; Amended by November 2004 Mtg., Bd. Dec. 58. See also May-June 1988 Mtg., Bd. Dec.
356

Cross References

17.030.2. District Training Committee: Training at PETS

20.080. District Team Training Seminar

20.080.1. District Team Training Seminar Purpose

The purpose of the district team training seminar is to

 Prepare incoming assistant governors and incoming district committee members and
chairs for their year in office
 Give district governors-elect the opportunity to motivate and build their district
leadership team to support clubs. (November 2005 Mtg., Bd. Dec. 104)
Source: November 2005 Mtg., Bd. Dec. 104
Rotary Code of Policies 101
June 2020

20.080.2. District Team Training Seminar Participants

Participants in the District Team Training Seminar shall include those appointed by the
governor-elect to serve as assistant governors, and as district committee chairs and
members, including the district Rotaract representative, in the next Rotary year. (October
2019 Mtg., Bd. Dec. 57)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by January 2018 Mtg., Bd. Dec. 103; October 2019 Mtg., Bd. Dec. 57

20.080.3. District Team Training Seminar Components

To achieve the stated purpose of the program, the following components will be included
in the district team training seminar:

 RI theme
 District administration
 Role and responsibilities
 Working with your clubs under the Club Leadership Plan and District Leadership Plan
 Understanding Rotary Club Central
 Resources
 Annual and long-range planning
 Communication (January 2015 Mtg., Bd. Dec. 118)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2005 Mtg., Bd. Dec. 104; Amended by January 2015 Mtg., Bd.
Dec. 118

20.080.4. District Team Training Seminar Time Frame

One full-day District Team Training Seminar should be held following the International
Assembly and before PETS. (January 2015 Mtg., Bd. Dec. 118)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2007 Mtg., Bd. Dec. 113; January 2015 Mtg., Bd. Dec. 118

20.080.5. District Team Training Seminar Leaders

The governor-elect is responsible for the overall program of the District Team Training
Seminar. The district trainer is responsible for planning and conducting the Seminar. The
Seminar leadership team shall include qualified past governors. (November 2004 Mtg.,
Bd. Dec. 59)

Source: November 1999 Mtg., Bd. Dec. 218; Amended by November 2004 Mtg., Bd. Dec. 59

20.090. District Vibrant Club Workshop

20.090.1. District Vibrant Club Workshop Purpose

The purpose of the district Vibrant Club Workshop is to inspire Rotarians to support and
engage in activities that are in line with Rotary’s Strategic Plan. (January 2020 Mtg., Bd.
Dec. 85)

Source: November 2005 Mtg., Bd. Dec. 104; Amended by October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg., Bd. Dec. 85
Rotary Code of Policies 102
June 2020

20.090.2. District Vibrant Club Workshop Participants

Participants in the District Vibrant Club Workshop shall include club leaders and all
interested Rotarians. (January 2020 Mtg., Bd. Dec. 85)

Source: July 2002 Mtg., Bd. Dec. 26; Amended by October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg., Bd. Dec. 85

20.090.3. District Vibrant Club Workshop Components

To achieve the stated purpose of the program, the district Vibrant Club Workshop will
include topics relevant to Rotary’s current Strategic Plan including membership, public
image, and The Rotary Foundation. (January 2020 Mtg., Bd. Dec. 85)

Source: July 2002 Mtg., Bd. Dec. 26; Amended by October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg., Bd. Dec. 85

20.090.4. District Vibrant Club Workshop Time Frame

One half-day District Vibrant Club Workshop should be held annually. (January 2020
Mtg., Bd. Dec. 85)

Source: July 2002 Mtg., Bd. Dec. 26; Amended by November 2004 Mtg., Bd. Dec. 59; June 2005 Mtg., Bd. Dec. 316; November 2007
Mtg., Bd. Dec. 113; October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg., Bd. Dec. 85

20.090.5. District Vibrant Club Workshop Leaders

The governor is responsible for the overall program. The district trainer is responsible for
planning and conducting the seminar in consultation with the district membership
committee chair, district public image committee chair, and district Rotary Foundation
committee chair. Districts are encouraged to seek input from the Regional Rotary
Foundation Coordinator, Rotary Coordinator, Rotary Public Image Coordinator, and
Endowment/Major Gifts Adviser. (January 2020 Mtg., Bd. Dec. 85)

Source: July 2002 Mtg., Bd. Dec. 26; Amended by November 2002 Mtg., Bd. Dec. 55; October 2018 Mtg., Bd. Dec. 57; January 2020
Mtg., Bd. Dec. 85


Rotary Code of Policies 103
June 2020

Article 21. Multidistrict Activities

21.010. Guidelines for Multidistrict Activities, Projects and Organizations

21.020. Intercountry Committees

21.010. Guidelines for Multidistrict Activities, Projects and Organizations

Service activities, projects and organizations involving clubs in two or more districts are
encouraged, subject to the following:

A) Multidistrict activities, projects and organizations:

1) shall be, in nature and scope, within the capability of the clubs and Rotarians in the districts to
be undertaken successfully without interfering with or detracting from the scope and effectiveness
of club activities in furthering the program of Rotary at the club level

2) shall not be undertaken initially unless each governor concerned has agreed to such a joint
activity and then, only after approval of two-thirds of the clubs in each district. Any participating
district that seeks to terminate its participation in a multidistrict activity, project or organization
must secure the approval of two-thirds of the clubs in the district to withdraw.

3) shall be under the direct supervision of the governors concerned; the custody of all funds
contributed or collected for such activities, projects or organizations shall be the responsibility of
the governors concerned, though a committee of Rotarians from within the districts involved may
be appointed to assist in administering any such activity, project or organization and related funds.
The governors involved in any multidistrict activity, project or organization shall also be
responsible for ensuring that an annual financial review by a qualified person or an audited
financial statement of multidistrict finances is prepared for the activity, project or organization and
distributed to the participating clubs. (Please see section 33.040.7., point 9 for a further definition
of “full control of a Rotary Entity.”)

4) shall involve participation by Rotary clubs and/or individual Rotarians on a voluntary basis,
clearly presented as such; the cost of participation by a club or individual Rotarian, if any, should
be kept to a minimum, and not implicitly or directly be made an obligation in the form of a per
capita assessment or otherwise

5) shall adhere to all applicable RI policies, including RI’s circularization policy and policies for
use of the Rotary Marks.

6) in order to clarify that the activity, project or organization is not one of RI or TRF, the
promotional materials, printed and electronic, and especially on any donation page, shall state that
the activity, project or organization is one of a local nature.

B) This policy does not include projects involving cooperation between districts partnering for an
international service project.

C) Multidistrict PETS organizations are exempt from these Multidistrict Guidelines. Rather, they
are to be governed by the Multidistrict PETS Guidelines.
Rotary Code of Policies 104
June 2020

D) With the exception of a multidistrict PETS, which shall be under the direct authority and
control of the governors-elect in cooperation with governors, the ultimate responsibility for
multidistrict events, activities, projects and organizations lies with the governors of the districts
involved.

E) Recognition of a multidistrict activity, project or organization by RI in no way implies legal,

financial or other obligation or responsibility on the part of RI. A multidistrict organization may
not act on behalf of RI, or represent or imply that it has authority to act on behalf of RI. A
multidistrict organization is not an agency of RI. Multidistrict organizations must be self-
sustaining financially, administratively, and otherwise.

F) In instances where multidistrict activities, projects and organizations are incorporated, the
members of the corporation should be the governors of the districts involved or their appointees.
The board of directors of any such incorporated activity, project or organization should be elected
by the members of the corporation. Corporate structures not in harmony with these provisions will
generally be considered as not in conformance with RI policy regarding supervision of multidistrict
activities, projects and organizations by the governors. (January 2019 Mtg., Bd. Dec. 80)

Source: May 1986 Mtg., Bd. Dec. 279; February-March 1987 Mtg., Bd. Dec. 272; June 1996 Mtg., Bd. Dec. 304; June 1996 Mtg., Bd. Dec. 308;
March 1997 Mtg., Bd. Dec. 237; February 2003 Mtg., Bd. Dec. 283; November 2004 Mtg., Bd. Dec. 58; Amended by November 2004 Mtg., Bd.
Dec. 59; September 2011 Mtg., Bd. Dec. 90; January 2015 Mtg., Bd. Dec. 118; July 2015 Mtg., Bd. Dec. 16; September 2016 Mtg., Bd. Dec. 74;
January 2017 Mtg., Bd. Dec. 87; January 2019 Mtg., Bd. Dec. 80. See also May-June 1988 Mtg., Bd. Dec. 356

Cross References

11.010.2. Multidistrict Activities—Approval to Solicit Cooperation

20.070.6. Multidistrict PETS Guidelines
34.040.7. Requests for Exception to Guidelines for Use of “Rotary” Name

21.020. Intercountry Committees

Intercountry committees promote relationships between two or more international districts or two
or more countries to increase fellowship and intercultural understanding among the people of
various nations, foster stronger ties between members, clubs, and districts from different countries,
and establish networks across borders, continents, and oceans.

While only districts may form and join intercountry committees, individual Rotarians, their
partners, Rotaractors, and Rotary and Rotaract clubs may participate in their activities. (October
2019 Mtg., Bd. Dec. 45)

Source: June 2007 Mtg., Bd. Dec. 281; Amended by October 2019 Mtg., Bd. Dec. 45

21.020.1. Activities of Intercountry Committees

Recommended activities for Intercountry Committee participants include, but are not
limited to: visiting each other’s countries and homes, strengthening friendships and
projects so formed by encouraging clubs and districts to connect with clubs and districts in
other countries, and contributing to world peace.
Rotary Code of Policies 105
June 2020

Intercountry Committees may also:

 exchange best practices for sponsoring new clubs
 develop a sister or twin club relationship between clubs in participating countries
 conduct Friendship Exchanges between the two countries
 initiate or carry out International Service projects
 initiate or carry out Vocational Service projects (October 2019 Mtg., Bd. Dec. 45)

Source: June 2007 Mtg., Bd. Dec. 281; Amended by September 2011 Mtg., Bd. Dec. 34; October 2019 Mtg., Bd. Dec. 45

21.020.2. Establishing an Intercountry Committee

Intercountry Committees can be national or sub-national relationships between two
countries. National intercountry committees require the consensus of all districts in a
country. Sub-national intercountry committees require the consensus of all districts
participating in the relationship. An established Intercountry Committee shall inform the
Executive Council of its formation.

A. Establishing a national Intercountry Committee

To form an Intercountry Committee between two or more countries, approval from all of
the countries’ district governors must be obtained. District governors from a given country
who wish to delegate decision-making authority for establishing new national Intercountry
Committees may do so with unanimous consent of all district governors in the country.

Interested Rotarians in each country should form a planning committee to establish an

Intercountry Committee. The responsibilities of the planning committee include obtaining
approval to organize an Intercountry Committee from each district’s governor, electing an
Intercountry Committee chair to lead the relationship, identifying potential projects, and
activities for the ICC participants to undertake, and organizing a planning meeting. The
name of an intercountry committee shall be taken from the names of the participating
countries. Should a district decide to leave the relationship, the relationship shall evolve
into a subnational Intercountry Committee.

B. Establishing a subnational Intercountry Committee

To form a subnational Intercountry Committee between two or more districts, approval
from all of the district governors must be obtained.

Interested Rotarians in each district should form a planning committee to establish a

district-level Intercountry Committee. The responsibilities of the planning committee
include obtaining approval to organize a subnational Intercountry Committee from each
participating district governor, electing an Intercountry Committee chair to lead the
relationship, inviting club presidents from each district to participate, identifying potential
projects and activities for ICC participants to undertake, and organizing a planning
meeting. The name of a subnational Intercountry Committee shall be taken from the names
of the participating districts. Should a district decide to leave the relationship, the name of
the ICC shall be updated to reflect the remaining participants. (October 2019 Mtg., Bd.
Dec. 45)

Source: June 1994 Mtg., Bd. Dec. 248; Amended by June 2007 Mtg., Bd. Dec. 281; October 2019 Mtg., Bd. Dec. 45
Rotary Code of Policies 106
June 2020

21.020.3. Governance
An Intercountry Committee is led by an Intercountry Committee chair, elected from
participating districts for a three-year term. Intercountry Committees must abide by the
rules governing organizations in their country and shall have officers including a chair,
secretary, and treasurer. The chair should serve for three years while the other leaders
should rotate on an annual basis. (October 2019 Mtg., Bd. Dec. 45)

Source: June 2007 Mtg., Bd. Dec. 281; May 2015 Mtg., Bd. Dec. 178; October 2019 Mtg., Bd. Dec. 45

21.020.4. Relationships with Districts

Intercountry Committees are encouraged to collaborate with the district governors of
participating districts as well as their district international service committees, if one is
appointed. (October 2019 Mtg., Bd. Dec. 45)
Source: June 2007 Mtg., Bd. Dec. 281; Amended by October 2019 Mtg., Bd. Dec. 45

21.020.5. ICC Executive Council

The ICC Executive Council is a resource for districts and countries wishing to form a new
Intercountry Committee. The Executive Council collects and shares best practices for
forming Intercountry Committees and subsequent projects and activities. The Executive
Council maintains a list of Intercountry Committee Chairs and active Intercounty
Committees, made available through its website.

The Executive Council is led by a president, secretary and treasurer, elected by reported
Intercountry Committee chairs. The president of the executive council serves a three year
term, acts as the liaison between intercountry committees and Rotary International and
submits an annual report to RI in July each year. The annual report shall include contact
information for Intercountry Committee chairs, a list of Intercountry Committee
relationships, and a summary of major projects and activities. Failure to submit an annual
report by 1 August will result in termination of the president’s term and will require the
Executive Council members to elect a new president. The Executive Council may collect
modest optional fees from established ICCs to cover website expenses. The Executive
Council may not create additional governance or leadership positions for individual
Intercountry Committees, nor does it have authority to approve or decline the formation of
new ICCs. (October 2019 Mtg., Bd. Dec. 45)
Source: June 2007 Mtg., Bd. Dec. 281; Amended by October 2019 Mtg., Bd. Dec. 45

21.020.6. Relationship with Rotary International

Establishing an Intercountry Committee in no way implies legal, financial or other
obligation or responsibility on the part of RI, or any district or club. An Intercountry
Committee may not act on behalf of RI, or represent or imply that it has authority to act on
behalf of RI. An Intercountry Committee is not an agency of RI. Intercountry Committees
must be self-sustaining financially, administratively, and otherwise. Intercountry
Committees may not exist or function in any country in violation of the laws of such
country. (October 2019 Mtg., Bd. Dec. 45)

Source: January 1938 Mtg., Bd. Dec. 105; Amended by October 2019 Mtg., Bd. Dec. 45
Rotary Code of Policies 107
June 2020

21.020.7. Finances
Intercountry Committees shall function without financial support from Rotary
International. Modest optional fees may be collected from participating districts to cover
operating costs of an Intercountry Committee. The fees may be used for administrative
purposes or to support humanitarian projects and cannot be used to offset travel or other
expenses incurred by an individual as a result of participating in activities organized by an
Intercountry Committee or the Executive Council. If an Intercountry Committee or the
Executive Council elects to collect fees, the Intercountry Committee’s leadership or
Executive Council’s leadership shall prepare a budget of estimated income and estimated
expenditures for the year at the beginning of each fiscal year. All bills shall be paid by the
treasurer, or other authorized officer, only after approval by two other officers. An annual
financial review by a qualified person shall be made of all the Intercountry Committee’s
and Executive Council’s financial transactions and be shared with all participating districts.
(October 2019 Mtg., Bd. Dec. 45)
Source: June 2007 Mtg., Bd. Dec. 281; Amended by October 2019 Mtg., Bd. Dec. 45


Rotary Code of Policies 108
June 2020

CHAPTER IV

ADMINISTRATION

Articles
26. Rotary International
27. RI President
28. RI Board of Directors
29. Regional Leaders
30. Other Current and Past Officers of RI
31. RI Committees
32. RI General Secretary
33. RI Secretariat
34. Rotary Marks
35. Licensing
36. Partnerships
37. RI Guidelines for Sponsorship and Cooperation
38. Territorial, Regional, and Sectional Groupings

Article 26. Rotary International

26.010. Rotary International Strategic Plan

26.020. Rotary and Politics
26.030. Rotary and Religion
26.040. Rotary Anthem
26.050. Rotary Protocol
26.060. Election Guidelines and Campaigning
26.070. Election Complaint Procedures
26.080. Rotary Privacy Statement
26.090. Statements on Issues
26.100. Mediation and Arbitration Guidelines
26.110. Relationship Between Directors and Trustees of The Rotary Foundation
26.120. Harassment-free Environment at Meetings, Events, or Activities
26.130. Diversity, Equity and Inclusion Policy Statement for Rotary International

26.010. Rotary International Strategic Plan

26.010.1. Mission Statement

We provide service to others, promote integrity, and advance world understanding,
goodwill, and peace through our fellowship of business, professional, and community
leaders. (November 2009 Mtg., Bd. Dec. 42)

Source: June 2007 Mtg., Bd. Dec. 228; Amended by November 2009 Mtg., Bd. Dec. 42
Rotary Code of Policies 109
June 2020

26.010.2. Core Values

The Board has adopted “core values” as part of the strategic plan of Rotary International:
Service, Fellowship, Diversity, Integrity, and Leadership (November 2010 Mtg., Bd. Dec.
38)

Source: June 2007 Mtg., Bd. Dec. 228; November 2009 Mtg., Bd. Dec. 42

26.010.3. Strategic Priorities and Goals

Increase Our Impact
• Eradicate polio and leverage the legacy
• Focus our programs and offerings
• Improve our ability to achieve and measure impact

Expand Our Reach

• Grow and diversify our membership and participation
• Create new channels into Rotary
• Increase Rotary’s openness and appeal
• Build awareness of our impact and brand

Enhance Participant Engagement

• Support clubs to better engage their members
• Develop a participant-centered approach to deliver value
• Offer new opportunities for personal and professional connection
• Provide leadership development and skills training

Increase our Ability to Adapt

• Build a culture of research, innovation, and willingness to take risks
• Streamline governance, structure, and processes
• Review governance to foster more diverse perspectives in decision-making (October
2019 Mtg., Bd. Dec. 29)

Source: November 2009 Mtg., Bd. Dec. 42; Amended by January 2010 Mtg., Bd. Dec. 118; November 2010 Mtg., Bd. Dec. 46; June
2013 Mtg., Bd. Dec. 196; May 2014 Mtg., Bd. Dec. 122; April 2016 Mtg., Bd. Dec. 157; June 2018 Mtg., Bd. Dec. 178

26.010.4. RI Board Performance Goals and Annual Strategic Alignment

The Board, in collaboration with the current RI president, shall establish RI Board
performance goals, to be aligned with the RI Strategic Plan and the presidential goals and
vision. The general secretary shall support a mechanism for creating and reporting on goals,
for review by the Board at its regular meetings each year. (July 2014 Mtg., Bd. Dec. 9)

Source: September 2011 Mtg., Bd. Dec. 43; Amended by January 2012 Mtg., Bd. Dec. 158; July 2014 Mtg., Bd. Dec. 9

26.010.5. Vision Statement

The Board has adopted the following vision statement:

Together, we see a world where people unite and take action to create lasting change—
across the globe, in our communities, and in ourselves. (September 2017 Mtg., Bd. Dec.
24)

Source: June 2017 Mtg., Bd. Dec. 168

Rotary Code of Policies 110
June 2020

26.010.6. Program of Rotary

The program of Rotary is to increase sustainable service focused on programs and activities
that support youth and young leaders and The Rotary Foundation’s areas of focus.
(October 2019 Mtg., Bd. Dec. 29)

Source: November 2009 Mtg., Bd. Dec. 42; Amended by January 2010 Mtg., Bd. Dec. 118; June 2013 Mtg., Bd. Dec. 196; May 2014
Mtg., Bd. Dec. 122; October 2019 Mtg., Bd. Dec. 29

26.020. Rotary and Politics

Because its world-wide membership includes persons of many facets of political opinion, no
corporate action or corporate expression of opinion shall be taken or given by Rotary on political
subjects. (April 2016 Mtg., Bd. Dec. 157)

Source: November 1964 Mtg., Bd. Dec. 89

26.030. Rotary and Religion

Rotary is a secular organization whose membership includes persons of all faiths, religions, and
beliefs. (November 2007 Mtg., Bd. Dec. 49)

Source: November 2007 Mtg., Bd. Dec. 49

26.040. Rotary Anthem

An arrangement from the “march” of the Overture to “Egmont” by Ludwig van Beethoven is the
official Rotary anthem that can be played at appropriate occasions, such as flag ceremonies.
(February 2000 Mtg., Bd. Dec. 298)

Source: November 1999 Mtg., Bd. Dec. 222; February 2004 Mtg., Bd. Dec. 209

26.050. Rotary Protocol

The following order of protocol is recommended for introducing, presenting, and seating all
current, past, and future officers of RI and its Foundation, committee members, and their partners
at all RI meetings, functions, and receiving lines, and for listing in all RI publications:

President (or president’s representative)

Past presidents (in order of seniority)
President-elect
President-nominee
Vice-president
Treasurer
Director Executive committee chair
Other directors
Trustee chair
Trustee chair-elect
Trustee vice-chair
Other trustees
General secretary
Rotary Code of Policies 111
June 2020

Past directors (in order of seniority)

Directors-elect
Past trustees (in order of seniority)
Incoming trustees
Directors-nominee
Past general secretaries (in order of seniority)
President, immediate past president, vice-president, and honorary treasurer of RIBI
District governors
Past district governors (in order of seniority)
Rotary coordinators, Rotary public image coordinators, regional Rotary Foundation coordinators
and endowment/major gifts advisers
District governors-elect
District governors-nominee

At Rotary functions, officers should be addressed according to protocol only once with partners
included at the time of introduction. Individuals holding more than one office or past office, shall
be ranked by the highest current or past office held.

After the recommended order of protocol above, the following additional order of protocol is
recommended and should be modified to fit local customs and practice:

Regional and zone-level committees members

Assistant governors
District secretaries/treasurers
District committee members
Club presidents
Club presidents-elect
Club vice-presidents
Club secretaries
Club treasurers
Club sergeants-at-arms
Other club board members
Club committee chairs
Past assistant governors
Rotarians
Rotary alumni
Rotarians’ families

At district meetings, Rotarians visiting from a foreign country may be placed before local
Rotarians of the same rank, as a courtesy.

High-ranking non-Rotarians may be given precedence in ranking according to local custom. Clubs
and districts are encouraged to advise guests if protocol places Rotarians before non-Rotarians.
(October 2014 Mtg., Bd. Dec. 38)

Source: July 1995 Mtg., Bd. Dec. 23; Amended by May 2000 Mtg., Bd. Dec. 412; November 2005 Mtg., Bd. Dec. 103; February 2006 Mtg., Bd.
Dec. 133; June 2010 Mtg., Bd. Dec. 251; January 2011 Mtg., Bd. Dec. 137; May 2011 Mtg., Bd. Dec. 182; January 2014 Mtg., Bd. Dec. 83;
October 2014 Mtg., Bd. Dec. 38
Rotary Code of Policies 112
June 2020

26.060. Election Guidelines and Campaigning

26.060.1. Board Approved Statement of Guidelines

A single statement of guidelines for RI elections should apply to the entire Rotary world.
All candidates for elective office should be advised in writing of the RI election policies
and procedures by the person responsible for administering the election. (November 2001
Mtg., Bd. Dec. 45)

Source: November 1990 Mtg., Bd. Dec. 80; June 2001 Mtg., Bd. Dec. 325

26.060.2. Official Report of Nominating Committee

After confidential discussion in committee, the nominating committees for RI director shall
state in writing on official reports to the general secretary that the selected nominee, to the
best of the committee’s knowledge, has not violated any of the rules against campaigning,
electioneering or canvassing in the RI Bylaws. The report of all nominating committees
shall also contain the names and signatures of all committee members in attendance. Such
report should be forwarded to the general secretary along with the name of the nominee of
the committee. (April 2016 Mtg., Bd. Dec. 157)

Source: November 1990 Mtg., Bd. Dec. 80; Amended by June 2001 Mtg., Bd. Dec. 325; April 2016 Mtg., Bd. Dec. 157

26.060.3. Announcement of Nominations and Elections

Members of RI nominating committees shall refrain from issuing independent statements
announcing the committee’s nomination without the prior authorization of the Board,
pursuant to RI Bylaws section 13.010. Editors of The Rotarian magazine and licensed
regional magazines shall ensure that all articles and announcements of Rotary nominations
and elections accurately reflect the Rotary election process, including the opportunity to
challenge. (January 2019 Mtg., Bd. Dec. 80)

Source: May 2003 Mtg., Bd. Dec. 362; Amended by October 2018 Mtg., Bd. Dec. 68

26.060.4. Rules Regarding Campaigning, Canvassing and Electioneering

It is a fundamental principle in Rotary that the best qualified candidate should be selected
for service in Rotary’s elective offices. Therefore, any effort to influence the selection
process in a positive or negative manner by campaigning, canvassing, electioneering or
otherwise is prohibited under the RI Bylaws.

The following rules shall be followed concerning campaigning, canvassing and

electioneering for any Rotarian considering election to the office of president, director,
Governor, or Council representative, or the nominating committee for any such office.
These rules are designed to ensure that the best qualified candidate is selected for office:

1) Rotarians should at all times conform to the prohibitions of the RI Bylaws concerning
campaigning, canvassing or electioneering. All Rotarians should observe both the letter
and the spirit of the bylaws and refrain from any activity whose purpose or effect is to
influence others by promoting or soliciting support for a candidate’s or another Rotarian’s
candidacy. Such activity is repugnant to the spirit of the bylaws and the principles of
Rotary and will be grounds for disqualification of a candidate.
Rotary Code of Policies 113
June 2020

2) Campaigning, canvassing or electioneering is any action seeking to promote, attack,

support, or oppose a candidate, either directly or indirectly, in any medium, including, but
not limited to, any action seeking votes, requesting support in a forthcoming election,
distribution of literature or promotional materials or other overt actions intended to
promote one’s candidacy for an elected Rotary office.

3) The periods of candidacy for elective office begin when individual Rotarians begin to
give serious consideration to submitting their names for a position covered by the RI rules
for nominations and elections. Commencing at that time, candidates should be particularly
careful to avoid any actions designed to publicize their names or achievements, to call
attention to the applicable nominations or elections, or to give candidates an unfair
advantage over other candidates for the same position.

4) The normal performance of duly-assigned Rotary activities would not be considered to

be a violation of the policies related to campaigning, canvassing or electioneering.

5) Contacting clubs to inform them to request their concurrence for a proposed challenge
or election complaint is not prohibited provided that such contact is limited to the exchange
of factual information. (September 2016 Mtg., Bd. Dec. 28)

Source: March 1993 Mtg., Bd. Dec. 135, App. E; Amended by June 2001 Mtg., Bd. Dec. 325; February 2007 Mtg., Bd. Dec. 149;
April 2016 Mtg., Bd. Dec., 157; September 2016 Mtg., Bd. Dec. 28

26.070. Election Complaint Procedures

The following procedures for review of RI elections shall be followed whenever a complaint is
made and filed in accordance with the applicable sections of the RI Bylaws:

26.070.1. Advising the Parties of a Complaint

After receiving any election complaint, the general secretary shall inform the party in
question of the allegation, request a written response with documentation by a certain date,
and notify the parties of the proper procedure to be followed. (June 2001 Mtg., Bd. Dec.
326)

Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174; June
2001 Mtg., Bd. Dec. 326

26.070.2. Methods of Resolution

The president, or the general secretary acting on the president’s behalf, shall resolve an
election dispute in the following situations:

a) there has been a misunderstanding about the requirements of the relevant constitutional
documents;

b) information has been received and certified by the general secretary that a candidate
has appealed to a "non-Rotary agency" prior to completing the RI election review
procedures. In such instances the president shall, in accordance with RI Bylaws section
13.030.5. and on behalf of the Board, send a “show-cause” letter by priority mail to the
candidate requesting information within 15 days indicating that the lawsuit was not filed
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June 2020

on the candidate’s behalf. Upon the candidate’s failure to provide adequate evidence that
the action was not taken on the candidate’s behalf, the President, on behalf of the Board,
shall notify the candidate that he or she is disqualified for the election in question and from
contesting any elective office of RI in the future for a period as determined by the board,
without referral to the RI election review committee. The president shall also notify the
executive committee of any action taken pursuant to this subsection.

In all other situations, the president shall, in consultation with the chair of the election
review committee, select three members of that committee (one of whom shall be
designated as convener) to serve as a panel to evaluate the complaint. Any member of the
committee, however, may disqualify himself or herself from considering a particular
complaint. Any vacancy on the panel shall be filled in the same manner. A member of the
Election Review Committee should not serve on a panel that reviews any complaint from
the committee member’s own zone or country. The election complaint will be
administered in accordance with the procedures set forth below. (April 2016 Mtg., Bd.
Dec. 157)

Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; June 1997 Mtg., Bd. Dec. 301; June 2001
Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19; June 2008 Mtg., Bd. Dec. 239; January 2012 Mtg., Bd. Dec. 158; June 2013 Mtg.,
Bd. Dec. 196; July 2014 Mtg., Bd. Dec. 14; April 2016 Mtg., Bd. Dec. 157

26.070.3. Requirement for Cash Bond

At the time a club files a complaint with the general secretary, such club shall pay to Rotary
International a cash bond. If such complaint addresses a district level office, e.g., governor,
council representative, member of a nominating committee for governor or director, the
amount of the cash bond shall be US$2,000. If such complaint addresses the election of
an individual to any other position, the amount of the cash bond shall be US$5,000. The
general secretary shall take no action with respect to any such complaint until the cash
bond is paid. No complaint shall be considered as received by the general secretary until
the cash bond is paid. If the cash bond is not received by the general secretary by the
deadline provided in Article 13.030.1. of the RI Bylaws, the complaint shall be deemed
invalid and will not be considered further. The general secretary shall cause the cash bond
to be refunded without interest only if the complaint is upheld by the Board. Otherwise,
the cash bond shall be forfeited and retained by Rotary International. (September 2016
Mtg., Bd. Dec. 28)

Source: August 1999 Mtg., Bd. Dec. 81; Amended by February 2007 Mtg., Bd. Dec. 149; January 2015 Mtg., Bd. Dec. 122; April
2016 Mtg., Bd. Dec. 157; September 2016 Mtg., Bd. Dec. 28

26.070.4. Summary and Analysis of Complaint

The general secretary shall prepare and convey to the panel of the election review
committee a summary and analysis of the complaint (and response, if one has been received
by the set date), with copies of all documents submitted. Any document submitted by the
parties to the complaint may be made available to all parties upon request. (July 2003 Mtg.,
Bd. Dec. 19)

Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174; June
1997 Mtg., Bd. Dec. 301; June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19
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June 2020

26.070.5. Consideration of Additional Information

The committee may request the general secretary to obtain additional evidence or
information from the complainant, the candidate or any other concerned party. The
committee may also, on behalf of the Board, grant a waiver of any Board-imposed
confidentiality requirements to the extent it believes is necessary to ascertain additional
information. (April 2016 Mtg., Bd. Dec. 157)

Source: March 1992 Mtg., Bd. Dec. 183; February 2007 Mtg., Bd. Dec. 149. Amended by June 2001 Mtg., Bd. Dec. 326; April 2016
Mtg., Bd. Dec. 157

26.070.6. Review of Elections for President and Director

The panel of the election review committee shall evaluate a complaint by correspondence.
However, should the election be for the general offices of president or director, the
president (or the general secretary acting on the president’s behalf) may, upon the
recommendation of the committee and after consultation with the chair of the election
review committee, authorize a meeting of the panel at a time and place determined by the
general secretary. At such a meeting, the committee may grant a personal appearance to
any party directly concerned in the election under review, at that party’s expense. (April
2016 Mtg., Bd. Dec. 157)
Source: March 1992 Mtg., Bd. Dec. 183. Amended by June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg., Bd. Dec. 19; April 2016 Mtg.,
Bd. Dec. 157

26.070.7. Committee’s Report to Board

Based on its review of the available information, the panel of the election review committee
shall report to the Board its findings of fact, its conclusions and recommendations and
reasons therefor. A copy of the report shall go to the chair of the election review committee,
if the chair is not a panel member. (April 2016 Mtg., Bd. Dec. 157)

Source: March 1992 Mtg., Bd. Dec. 183. Amended by May 2000 Mtg., Bd. Dec. 374; June 2001 Mtg., Bd. Dec. 326; July 2003 Mtg.,
Bd. Dec. 19; April 2016 Mtg., Bd. Dec. 157

26.070.8. Board Consideration of Election Review Committee Report

Election complaints referred to the Board pursuant to Board policy shall be considered no
later than at the Board’s final meeting in the Rotary year in which the complaint is filed.

To ensure impartiality, a director shall not be present during any vote, either in committee
or full board, on any election complaint that originates from the zones he or she represents.

The Executive Committee is authorized to act on behalf of the Board to take any action
permitted by RI Bylaws section 13.030.2. with regard to complaints that cannot be
reviewed by the Board at its final meeting. The Executive Committee must reach its
decision prior to 15 September. (January 2016 Mtg., Bd. Dec. 113)

Source: February 2002 Mtg., Bd. Dec. 169; May 2014 Mtg., Bd. Dec. 119; Amended by January 2016 Mtg., Bd. Dec. 113

26.070.9. Report of Board Decision

The Board’s decision shall be reported to all parties concerned and to all members of the
election review committee. (June 1998 Mtg., Bd. Dec. 348)

Source: March 1992 Mtg., Bd. Dec. 183. Amended by November 1995 Mtg., Bd. Dec. 81; February 1996 Mtg., Bd. Dec. 174
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June 2020

26.070.10. Other Election Issues

In the event that the general secretary or president become aware of alleged irregularities
within the election process that require immediate resolution, but that are not the subject
of an election complaint, including, but not limited to, such matters as the certification of
votes by the district governor, the operational procedures utilized by a nominating
committee or balloting committee, such issues shall be directed to the chair of the RI
Election Review Committee, or his or her designee, for examination and decision. All such
decisions made pursuant to this paragraph shall be reported to the Board at its next meeting.
(June 2007 Mtg., Bd. Dec. 265)

Source: June 2007 Mtg., Bd. Dec. 265

26.080. Rotary Privacy Statement

The Board has adopted a Rotary privacy statement. The general secretary is authorized to revise
the statement as circumstances require. The general secretary is requested to report revisions made
to the privacy statement to the Board.

Rotary’s Privacy Statement for Personal Data

In the course of fulfilling its mission, Rotary International (“Rotary”) collects personal data
regarding Rotarians, Rotary clubs and others. Rotary is committed to protecting the privacy of
these individuals. Personal data is defined as any information that relates to an individual who is
or can be identified from the data, either alone or in conjunction with other information. Rotary
will adhere to the following principles:

1. Rotary will only collect and use personal data for Core Business Purposes.
2. Rotary will strive for personal data accuracy and relevance.
3. Rotary will be transparent about how it uses personal data.
4. Rotary will act with urgency on potential breaches.
5. Rotary will adopt “privacy by design and by default.”
6. Rotary will keep personal data secure.

Rotary’s Core Business Purposes are purposes that are critical or closely related to Rotary’s
essential activities or legitimate interests. Such purposes include, but are not limited to:
 Fulfilling Rotary’s obligations to Rotarians and other individuals
 Financial processing
 Supporting The Rotary Foundation, including fundraising efforts
 Facilitating convention and special event planning
 Communicating key organizational messages through Rotary publications and other materials
 Supporting the programs and membership of Rotary
 Complying with the law or acting in good faith belief that such an action is necessary to
conform with the requirements of the law. (October 2018 Mtg., Bd. Dec. 37)

Source: November 2007 Mtg., Bd. Dec. 47; October 2018 Mtg., Bd. Dec. 37
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June 2020

26.090. Statements on Issues

As the association of Rotary clubs worldwide, RI does not issue formal statements for or against
any specific issues, as it is the policy of the association to maintain a neutral position. It is through
service initiatives of individual Rotary clubs, rather than declarations by the corporate body, that
Rotary best demonstrates its commitment to peace and humanitarian endeavors. (June 2010 Mtg.,
Bd. Dec. 193)

Source: June 2010 Mtg., Bd. Dec. 193

26.100. Mediation and Arbitration Guidelines

The Board interprets RI Bylaws section 24.010. to require that a request for mediation or
arbitration of a dispute must be received by the general secretary no later than 60 days after the
date of the occurrence of the dispute.

The Board interprets RI Bylaws article 24 to apply only to disputes that do not involve actions
taken by RI, a district or an RI officer pursuant to authority granted under the RI constitutional
documents, the Rotary Code of Policies, or the Rotary Foundation Code of Policies. (June 2008
Mtg., Bd. Dec. 227)

Source: January 2008 Mtg., Bd. Dec. 155

26.100.1. Mediation or Arbitration Requests

Any request for mediation or arbitration pursuant to Article 24 of the RI Bylaws must be
received by the general secretary no later than 60 days after the date of the occurrence of
the dispute. Only disputes that do not involve the actions taken by RI, a district, or an RI
officer pursuant to authority granted under the RI constitutional documents, the Rotary
Code of Policies or The Rotary Foundation Code of Policies shall be eligible for mediation
or arbitration. After receiving a mediation request from one party, the general secretary
shall inform the other party in question of the request and notify the parties of the proper
procedure to be followed. (June 2008 Mtg., Bd. Dec. 242)

Source: June 2008 Mtg., Bd. Dec. 242

26.100.2. Methods of Resolution

Should one party refuse to agree to mediation, the dispute may be settled by arbitration
pursuant to section 24.030. of the RI Bylaws. Should all parties agree to mediation, they
may request the general secretary to appoint a mediator pursuant to section 24.020. of the
RI Bylaws. (June 2008 Mtg., Bd. Dec. 242)

Source: June 2008 Mtg., Bd. Dec. 242

26.100.3. Summary and Analysis of Complaint

Each party shall prepare and convey to the mediator and/or arbitrators a summary and
analysis of the dispute, with copies of all documents submitted. Any document submitted
by the parties to the dispute shall be made available to all parties. (June 2008 Mtg., Bd.
Dec. 242)

Source: June 2008 Mtg., Bd. Dec. 242

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26.100.4. Mediator and/or Arbitrators’ Report to Board

Based on its review of the available information, the mediator or arbitrators shall report
to the Board the findings of fact, decision and reasons therefor. (June 2008 Mtg., Bd. Dec.
242)

Source: June 2008 Mtg., Bd. Dec. 242

26.100.5. Arbitration
Should mediation be unsuccessful or if mediation is refused by one or more of the parties,
the dispute may be settled by arbitration. Each party shall appoint an arbitrator and the
arbitrators shall appoint an umpire. The arbitrators and umpire must be Rotarians. (June
2008 Mtg., Bd. Dec. 242)

Source: June 2008 Mtg., Bd. Dec. 242

26.100.6. Delegation of Authority

The board delegates authority to the general secretary to act on its behalf regarding the
setting of dates for mediation and/or arbitration and on any matter pertaining to the
procedure for mediation and arbitration that is not otherwise addressed in Article 24 of
the RI Bylaws. (June 2008 Mtg., Bd. Dec. 242)

Source: June 2008 Mtg., Bd. Dec. 242

26.110. Relationship Between Directors and Trustees of The Rotary Foundation

26.110.1. Future RI General Officers Serving as Trustees

It is not appropriate for a general officer of Rotary International to serve at the same time
as a Trustee of The Rotary Foundation and, therefore, the Board requests Trustees who
have been elected as RI president or RI director to resign from the TRF Board of Trustees
before beginning their term as an RI officer. (September 2011 Mtg., Bd. Dec. 39)

Source: November 1999 Mtg., Bd. Dec. 136; Amended by September 2011 Mtg., Bd. Dec. 39

26.110.2. Liaisons at Board and Trustees Meetings

The RI president may appoint a liaison director to Foundation Trustees’ meetings, such
liaison to attend as determined by the trustee chair. The Board shall invite a liaison trustee,
if appointed by the trustee chair to attend Board meetings as determined by the RI president.
(April 2016 Mtg., Bd. Dec. 157)

Source: June 2004 Mtg., Bd. Dec. 295; June 2009 Mtg., Bd. Dec. 236; Amended by April 2016 Mtg., Bd. Dec. 157; Affirmed by
November 2005 Mtg., Bd. Dec. 36

26.110.3. Procedures for Nominating Rotary Foundation Trustees

The following procedures should be used to nominate and elect Rotary Foundation trustees
under RI Bylaws section 22.020.:
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The president-elect shall

a. annually call for suggestions for qualified persons for the position of Rotary Foundation
trustee from present and past RI senior leaders;
b. appoint a task force of at least three members to review the suggested names and
recommend to the president-elect no fewer than three candidates for each open position
on the Rotary Foundation trustees;
c. provide this task force with the qualifications, expertise, skills, and geographical
considerations that the president-elect wishes the task force to particularly consider
when recommending candidates. (September 2016 Mtg., Bd. Dec. 28)

Source: April 2016 Mtg., Bd. Dec. 153

26.110.4. Election of Rotary Foundation Trustees by the RI Board

The president-elect shall submit to the RI Board for election, no later than at its second
meeting each year, the names of the individuals he or she nominates as Rotary Foundation
Trustees. Presidents-elect are requested to nominate no fewer than twice the number of
candidates for election as Foundation trustee as there will be open positions in the
following year, not including the position to be held by an RI past president. (January
2020 Mtg., Bd. Dec. 90)

Source: June 2001 Mtg., Bd. Dec. 309; Amended by July 2002 Mtg., Bd. Dec. 8; June 2010 Mtg., Bd. Dec. 182; January 2012 Mtg.,
Bd. Dec. 158; April 2019 Mtg., Bd. Dec. 140; January 2020 Mtg., Bd. Dec. 90

26.120. Harassment-free Environment at Meetings, Events, or Activities

Rotary is committed to maintaining an environment that is free of harassment. Harassment is
broadly defined as any conduct, verbal or physical, that denigrates, insults or offends a person or
group based on any characteristic (age, ethnicity, race, color, abilities, religion, socioeconomic
status, culture, sex, sexual orientations, or gender identity).

All members and individuals attending or participating in Rotary meetings, events or activities
should expect an environment free of harassment and shall help maintain an environment that
promotes safety, courtesy, dignity, and respect to all. Adults who work with youth are subject to
policies outlined in Rotary Code of Policies section 2.120.

All allegations of criminal activity should be referred to appropriate local law enforcement
authorities.

The club board, district, or zone leadership shall promptly address allegations of harassment and
shall not retaliate against those making the allegation.

At the club level, allegations of harassment at Rotary events or activities shall be reviewed by the
club board and responded to within a reasonable timeframe, typically one month. If the alleged
offender is a member of the club board, he or she is expected to recuse himself or herself from the
discussion. The review and/or investigation shall be dependent on the circumstances including the
severity and pervasiveness of the behavior. Concerns that allegations of harassment were not
adequately addressed by the club, may be referred with appropriate documentation to the district
governor.
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June 2020

At the district level, allegations of harassment at Rotary events or activities shall be reviewed by
the governor, or a committee appointed by the governor for this purpose, and responded to within
a reasonable time-frame, typically one month. If the district governor is the alleged offender, the
immediate past district governor (or most recent past governor), directly or by appointment of a
committee for this purpose, shall review and respond to the allegation. The general secretary shall
be informed within two weeks of any allegations of harassment by district governors, governors-
elect, and governors-nominee. The review and/or investigation shall be dependent on the
circumstances including the severity and pervasiveness of the behavior. Concerns that allegations
of harassment were not adequately addressed by the district, may be referred with appropriate
documentation to the RI director.

District leaders, including governors, assistant governors, and committee chairs are encouraged to
work with their clubs to create a harassment-free environment. District leaders should also work
with their clubs to establish a code of conduct and policies for how to address and prevent
harassment within their clubs, among their membership and with other participants in Rotary.

At the zone level, allegations of harassment at Rotary meetings, events or activities shall be
reviewed by the RI Director, or a committee appointed by the RI Director for this purpose, and
responded to within a reasonable time-frame, typically one month. If the RI Director is the alleged
offender, either another current or past RI director as appointed by the RI president shall review
and respond to the allegation.

The RI president shall be informed within two weeks of any allegations of harassment by RI
directors, directors-elect, and directors-nominee. Concerns that allegations of harassment were
not adequately addressed by the zone, may be referred with appropriate documentation to the RI
president.

As it pertains to Rotary Action Groups and Rotary Fellowships, the Rotary Action Group and
Rotary Fellowship leadership shall promptly address allegations of harassment and shall not
retaliate against those making the allegation. Allegations of harassment at an Action Group or
Fellowship event or activity shall be reviewed by the Action Group or Fellowship, or a committee
appointed by the chair of the Action Group or Fellowship for this purpose, and responded to within
a reasonable time-frame, typically one month. If the chair or other leaders of the Action Group or
Fellowships is/are the alleged offender, the immediate past chair (or most recent chair), directly or
by appointment of a committee for this purpose, shall review and respond to the allegation. If the
alleged offender is a member of the Action Group or Fellowships’ board, he or she is expected to
recuse himself or herself from the discussion. The review and/or investigation shall be dependent
on the circumstances including the severity and pervasiveness of the behavior. Concerns that
allegations of harassment were not adequately addressed by the Action Group or Fellowship may
be referred with appropriate documentation to the RI president.

Club, District and Zone leaders must report severe and pervasive harassment and any resulting
membership terminations to the general secretary. If a club or district fails to adequately address
findings of harassment, the RI director shall notify the RI Board for appropriate action. Such
action may include club termination or other appropriate sanctions.

Rotary Action Groups and Rotary Fellowships must report allegations of harassment to the alleged
offender’s club president and district governor. If a Rotary Action Group or a Rotary Fellowship
Rotary Code of Policies 121
June 2020

fails to adequately address findings of harassment, the RI president shall notify the RI Board for
appropriate action. Such action may include termination or other appropriate sanctions. (April
2020 Mtg., Bd. Dec. 132)

Source: January 2019 Mtg., Bd. Dec. 119; Amended by October 2019 Mtg., Bd. Dec. 48; April 2020 Mtg., Bd. Dec. 132

26.120.1. Training on Adult Harassment Policies

Incoming and current club presidents, governors, regional leaders, and directors shall be
provided annual training on RI’s adult harassment policies and procedures at events
including, but not limited to, presidents-elect training seminars (PETS) and International
Assemblies. (January 2020 Mtg., Bd. Dec. 85)

Source: October 2019 Mtg., Bd. Dec. 34; Amended by January 2020 Mtg., Bd. Dec. 85

26.130. Diversity, Equity and Inclusion Policy Statement for Rotary International
As a global network that strives to build a world where people unite and take action to create
lasting change, Rotary values diversity and celebrates the contributions of people of all
backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status,
culture, sex, sexual orientation, and gender identity.

Rotary will cultivate a diverse, equitable, and inclusive culture in which people from
underrepresented groups have greater opportunities to participate as members and leaders. (April
2019 Mtg., Bd. Dec. 134)

Source: January 2019 Mtg., Bd. Dec. 81


Rotary Code of Policies 122
June 2020

Article 27. RI President

27.010. Regulations Governing Candidates for RI President and the Nominating Committee for
President
27.020. RI President Job Description
27.030. Official Activities
27.040. Authority to Act on Behalf of Board
27.050. Additional Activities
27.060. Annual Theme and Goals
27.070. Staff Support
27.080. Finances
27.090. President’s Advisory Committee

27.010. Regulations Governing Candidates for RI President and the Nominating Committee
for President

27.010.1. Declaration of Duties and Responsibilities of President

Each candidate for president shall be provided with a summary of the duties and
responsibilities of the president as set out in the RI Bylaws and in the Rotary Code of
Policies. The prescribed form used by candidates for president shall include a signed
declaration by the candidate that he or she has read, understands, and is willing to comply
with such duties and responsibilities as they may be amended from time to time.
(November 2005 Mtg., Bd. Dec. 38)

Source: June 2001 Mtg., Bd. Dec. 317; Amended by November 2005 Mtg., Bd. Dec. 38

27.010.2. Procedures for the Functioning of the Nominating Committee for President
The RI board has adopted procedures for the functioning of the Nominating Committee for
RI president as follows:

Confidentiality

Members of the nominating committee, prior to and following the meeting of the
committee, shall not discuss with other members of the committee or any other person the
work of the committee, and shall at no time discuss or divulge any of the deliberations or
discussions of the committee, except as they may participate in the deliberations of the
committee at the time of its meeting. This confidentiality may be waived solely by the
Board, or the RI Election Review Committee acting on its behalf, in order to investigate
any duly filed election complaint.

Preparation for the Committee Meeting

1. The general secretary will assign a member of the Secretariat staff to work with and for
the committee with instructions that all aspects of the work of the committee are to be kept
in strict confidence.

2. Candidates for RI president shall be asked to submit a statement not to exceed 300
words outlining their vision and goals for Rotary.
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June 2020

3. In accordance with RI Bylaws section 10.050.2., which provides for candidates for RI
president to be given an opportunity to be interviewed by the committee, the RI President,
President-elect, and President-nominee will identify the key issues facing Rotary and
develop three to five questions annually that candidates will be asked to answer in writing.
Directors will be invited to submit proposed questions and key issues to the President,
President-elect, and President-nominee for their consideration no later than 1 March.

There shall be a 150 word limit on a candidate’s answers to each of the three to five
questions. The list of key issues facing Rotary will be shared with the nominating
committee.

4. The general secretary shall send the interview questions to those Rotarians who submit
their names for consideration by the nominating committee. Answers to the interview
questions must be returned no later than 10 July.

5. Written statements submitted by candidates that exceed the applicable word limits in
the language submitted shall not be transmitted to the Nominating Committee for RI
President.

6. In accordance with RI Bylaws section 10.040.3., no later than 15 July the general
secretary shall forward to committee members an alphabetical list of the past directors who
have notified the general secretary that they wish to have their names listed as being willing
and able to serve as president with the name of the Rotary club in which each holds
membership indicated in capital letters. If there are more than six candidates, committee
members will be required to vote on their top six candidates within the following five days.
Any committee members not voting by the deadline shall not attend the committee meeting.
The top six vote getters shall be considered the “finalists” and invited by the general
secretary to be interviewed in-person by the committee. In the event of a tie for the sixth
position, all candidates involved in the tie shall be invited to be interviewed in-person by
the committee. The finalists’ travel (economy class) and related expenses shall be paid by
RI. Candidates who are not invited to be interviewed shall not be considered further by
the committee. If there are six or fewer candidates, all candidates shall be considered
finalists and invited to be interviewed.

7. With regard to the six finalists identified by the committee, the assigned staff person
shall prepare the following materials for each committee member. These materials shall
be delivered to members of the committee electronically five days before the meeting. A
hard copy of these materials will be distributed to each member the day before the
committee meeting.

a) an informational letter from the general secretary pertaining to procedures of the

committee meeting
b) a copy of the “Procedures for the Functioning of the Nominating Committee for
President”
c) a copy of RI Bylaws Article 10
d) a copy of the RI President Job Description outlined in section 27.020. of this Code
e) an alphabetical list of candidates for the office of president
f) a list of key issues facing Rotary developed by the RI Board
Rotary Code of Policies 124
June 2020

g) a copy of the in-person interview questions developed by the previous year’s

nominating committee
h) one set of each of the following for each candidate

1) a copy of a current photograph submitted by the candidate

2) a copy of the submission form from the candidate containing a one-page background
statement
3) a copy of written answers to interview questions developed by the RI Board
4) a copy of the written statement of vision and goals for Rotary
5) a chronological list of RI committees on which the candidate has served
6) a copy of the general biographical data on record in the secretariat

8. The committee meeting shall begin the evening before the meeting date for the purpose
of electing a member of the committee as the chair and another member as the secretary.
The chair and secretary shall be elected following the committee’s welcome dinner in
accordance with the procedure outlined in paragraph 9. below.

9. The election of the chair and secretary shall be conducted under the direction of the
general secretary, who shall prepare and distribute a ballot listing each member of the
nominating committee. Each member of the committee shall cast one vote for the chair.
The general secretary, or a member of his staff, shall count the votes and announce the
results. If nine (9) votes are not received by any member of the committee, a second ballot
shall be held. Voting shall continue on successive ballots until nine (9) votes are received.
After the election of the chair, the procedure outlined above shall be used to select a
committee secretary.

At the Committee Meeting

10. The members of the nominating committee shall be seated in alphabetical order.

11. The general secretary shall inform the committee that RI bylaws (section 12.050.1.)
provide that “The committee shall meet and nominate the best qualified Rotarian from
among the list of past directors who have indicated they are willing to serve as president
regardless of their country of residence. However, the committee shall not nominate
candidates from the same country of residence two years consecutively.”

12. Following the instructions provided by the general secretary, no one is to be in

attendance during the meeting of the committee other than the duly elected members of the
nominating committee and any interpreters needed for members of the committee, except
that the general secretary or his assigned staff member may be called into the meeting upon
the request of the chair or other member of the committee. This staff person shall assist
the committee during the course of its meeting, should any assistance be required, and shall
work under the direct supervision of the chair of the committee.

13. Before the committee begins its deliberations, the chair shall inquire whether any
member of the committee has been contacted by or on behalf of any candidate, or is aware
of any effort to influence members of the nominating committee, either directly or
indirectly, and, if so, to bring these to the attention of committee at this time. The chair
Rotary Code of Policies 125
June 2020

shall at this time ask all committee members to review and sign a written disclosure
statement of any attempt to influence members of the committee.

14. The questions to be asked each candidate shall be developed with the entire committee
present on the morning of the meeting. The general secretary shall allow at least 90 minutes
between the beginning of the meeting and the first interview for the committee to develop
and discuss its questions. In advance of the meeting, the general secretary will invite
committee members to bring two suggested questions to the committee meeting to assist
the committee in developing the questions it wishes to ask the candidates.

15. The committee shall conduct interviews of no more than 30 minutes with each of the
six finalists previously identified by the committee. The finalists shall be interviewed in
alphabetical order. The General Secretary shall provide a timing device that is visible to
both the committee secretary and the candidate for timing the candidates’ responses. The
general secretary will inform candidates that they may bring and refer to notes during their
interview.

16. Following the interviews, but before conducting a ballot for president, the nominating
committee shall discuss the qualifications of each candidate. No member of the committee
should leave the room once the committee has started the deliberation process until the
nominee has been selected.

17. Following the discussion of all of the candidates, the chair shall distribute ballots
prepared by the general secretary containing an alphabetical list of candidates and instruct
each member of the committee to vote for four candidates.

All voting conducted under this paragraph shall be conducted by secret ballot. After the
secretary announces the results of this ballot, similar steps shall be followed to reduce the
number of candidates to two and, finally, to one. Notwithstanding the foregoing, a
candidate eliminated during a previous round of balloting may be reconsidered at any point
if requested by at least six members of the committee. Voting must continue until there
are two candidates remaining and one of the final two candidates receives at least ten votes,
regardless of whether any candidate received ten or more votes in a previous round of
voting. The committee shall not select an alternate, and the candidate who finishes second
in the final vote shall not be considered to be an alternate.

18. In the event of a tie in voting for the final four or two candidates, the candidates
involved in the tie shall proceed to the next round of voting. If there are more than two
candidates in the final round of voting and no candidate receives 10 votes in the initial vote,
the lowest vote-getter shall be removed from further consideration on subsequent ballots.

19. The RI Bylaws (section 10.050.3.) provide that "Twelve members of the committee
shall constitute a quorum. All business of the committee shall be by majority vote, except
that to select the committee’s nominee for president, at least ten members of the committee
shall vote for the nominee.”

20. The report of the committee naming its nominee shall be signed by the chair on behalf
of the committee and be delivered and certified to the general secretary. (In the past, this
has been done before the committee adjourned.) This report is to be the only formal record
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of the committee. The general secretary will notify each club of the contents of the report
and the names of the nominating committee in accordance with the RI Bylaws.

21. Should the selection of another nominee for president be necessary, the general
secretary shall contact those past directors who previously indicated to the general
secretary that they wished to be considered by the nominating committee. The names of
the candidates who still wish to be considered shall be considered by the committee. The
procedures to be used at any emergency meeting of the committee shall follow these
procedures as closely as possible.

Subsequent to the Meeting

22. The vision and goals statement and written answers to the interview questions
developed by the RI Board submitted by the candidate chosen by the Nominating
Committee for RI President shall be made available to Rotarians. (April 2020 Mtg., Bd.
Dec. 127)

Source: October-November 1977 Mtg., Bd. Dec.97; Amended by February 1999 Mtg., Bd. Dec. 190; March 2005 Mtg., Bd. Dec. 182;
June 2005 Mtg., Bd. Dec. 275; July 2005 Mtg., Bd. Dec. 13; November 2005 Mtg., Bd. Dec. 54; June 2007 Mtg., Bd. Dec. 226; June
2007 Mtg., Bd. Dec. 264; January 2008 Mtg., Bd. Dec. 148; June 2010 Mtg., Bd. Dec. 182; January 2011 Mtg., Bd. Dec. 122; May
2011 Mtg., Bd. Dec. 178; June 2013 Mtg., Bd. Dec. 202; May 2014 Mtg., Bd. Dec. 115; July 2014 Mtg., Bd. Dec. 17; May 2015 Mtg.,
Bd. Dec. 170; April 2016 Mtg., Bd. Dec. 157; September 2016 Mtg., Bd. Dec. 45; January 2017 Mtg., Bd. Dec. 86; January 2017 Mtg.,
Bd. Dec. 88; Amended by June 2017 Mtg., Bd. Dec. 149; June 2017 Mtg., Bd. Dec. 156; September 2017 Mtg., Bd. Dec. 24; January
2019 Mtg., Bd. Dec. 83; January 2019 Mtg., Bd. Dec. 84; October 2019 Mtg., Bd. Dec. 29; April 2020 Mtg., Bd. Dec. 127

27.010.3. Selection of Nominee for President by Nominating Committee

The selection of a nominee for the office of RI president is solely the responsibility of the
nominating committee for president. Any efforts from persons not on the committee to
influence, either directly or indirectly, the decision of the committee in this respect are
prohibited. The foregoing shall be included in appropriate RI literature to be brought to
the attention of clubs and individual Rotarians. (February 2007 Mtg., Bd. Dec. 149)

Source: January 1963 Mtg., Bd. Dec. 79; Amended by February 2007 Mtg., Bd. Dec. 149. Affirmed by November 2004 Mtg., Bd.
Dec. 93

27.010.4. Campaigning, Canvassing and Electioneering

Members of the nominating committee shall agree not to make any efforts to influence
other members of the committee, on behalf of or against any candidate, either directly or
indirectly, in advance of the committee meeting. (February 2007 Mtg., Bd. Dec. 149)

Source: February 2007 Mtg., Bd. Dec. 149

27.010.5. Meetings and Visits on Date of Meeting of the Nominating Committee for
President
RI Presidents and Foundation chairmen should not permit RI or Foundation committees to
meet in Evanston on the date of the meeting of the Nominating Committee for RI President.
Present and past Rotary general officers who are not members of the Nominating
Committee for RI President should not visit World Headquarters on the date of the meeting
of the Nominating Committee for RI President. (November 2006 Mtg., Bd. Dec. 35)
Source: March 2005 Mtg., Bd. Dec. 182
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Cross References

26.060.4. Rules Regarding Campaigning, Canvassing and Electioneering

27.020. RI President Job Description

The RI president job description shall be distributed to candidates and nominating committees for
RI president.

Position
The RI President is the highest officer of RI. The President is a member of the RI Board of
Directors.

RI President Duties and Responsibilities

In addition to the duties and responsibilities of an RI director in Rotary Code section 28.040., the
RI president also:

1. Shall be a positive and motivational leader for Rotarians worldwide

2. Is the principal person to speak on behalf of RI

3. Presides at all conventions, meetings of the Board, and other international RI meetings

4. Counsels the general secretary

5. Appoints RI committees and liaisons (after consultation with the Board), district conference
representatives, and other volunteer positions

6. Nominates Trustees of The Rotary Foundation for election by the Board

7. Selects an annual theme and proposes annual goals

8. Consults with directors at the beginning of the year to agree on their individual goals

9. Reports to the Board at each meeting on decisions made between meetings

10. Reviews the performance of governors and arranges for any necessary counseling and
guidance

11. Performs other duties of the office consistent with RI’s strategic plan, including those
delegated to the president by the RI Board

12. Promotes membership as Rotary’s highest internal organizational priority.

13. Visits Rotarians around the world within the limits of budget and policies fixed by the Board

14. Serves ex officio as a member of committees and may attend their meetings.

15. Discusses issues confronting the organization with the General Secretary and Board
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16. Helps guide and mediate Board actions with respect to organizational priorities and governance
concerns.

17. Reviews with the General Secretary any issues of concern to the Board.

18. Monitors organizational plans and financial reports.

19. Takes a leadership role in promoting The Rotary Foundation of Rotary International.

20. Partners with the General Secretary to ensure that board decisions are implemented while
respecting the general secretary’s authority to manage the day-to-day operations of the
Secretariat staff. Addresses with the Board any matters of clarity in roles and responsibilities
between the board and the Secretariat staff.

21. Consults regularly and collaborates with the Chair of the Rotary Foundation

22. Consults regularly and collaborates with the President-elect and President-nominee.

23. Attends and participates in orientation, governance training, and other preparatory meetings
in advance of serving as president-elect and president.

President Terms/participation
The Rotary International president serves a one-year term. In the year before taking office, the
president serves as president-elect. Both the president and president-elect are members of the RI
Board. As such, the president and president-elect are expected to attend and participate in four
board meetings annually, normally held at the World Headquarters in Evanston, Illinois, USA or
in the vicinity of the annual convention or the international assembly. The president-elect is also
expected to attend an orientation program before taking office, and attend up to two Board
meetings as an observer. The president is not eligible to be reelected.

Qualifications
A candidate for the office of president of RI shall have served a full term as a director of RI prior
to being nominated for such office except where service for less than a full term may be determined
by the board to satisfy the intent of this provision.

This is an extraordinary opportunity for an individual who is passionate about Rotary’s mission
and who has a track record of organizational leadership. Candidates should have achieved
leadership stature in business, government, philanthropy, or the nonprofit sector. His/her
accomplishments will allow him/her to work collaboratively with other well-qualified, high-
performing board members and organizational leaders.

Ideal candidates should have the following qualifications:

a) Professional experience with significant executive leadership accomplishments in business,

government, philanthropy, or the nonprofit sector

b) Commitment to and understanding of Rotary’s members and beneficiaries

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c) Diplomatic skills and a natural affinity for cultivating relationships and building consensus
among diverse individuals

d) Personal qualities of integrity, credibility, and a passion for improving Rotary

e) Knowledge of Rotary International and The Rotary Foundation programs, finances, operations
and administration

f) Experience in serving on other governing bodies with specific focus on non-profit or charitable
aims

g) Strong collaboration and negotiation skills

h) Effective communication skills (both verbal and written)

i) Ability to translate the organizational vision into an effective action plan during his/her year.

j) Ability to work collaboratively with predecessors and successors (June 2017 Mtg., Bd. Dec.
161)

Source: April 2016 Mtg., Bd. Dec. 164; Amended by June 2017 Mtg., Bd. Dec. 149; June 2017 Mtg., Bd. Dec. 161

27.030. Official Activities

As the highest officer of the organization, the RI president shall perform the following activities.

27.030.1. President as RI Representative

The president is the chief representative of Rotary to heads of state, governmental and civic
leaders, news media, and the general public. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 48

27.030.2. President’s Promotion of RI Activities and Work

The president promotes and facilitates, in consultation with the general secretary, the
service work and activities of RI. (August 1999 Mtg., Bd. Dec. 43)

Source: October 1993 Mtg., Bd. Dec. 48; June 1999 Mtg., Bd. Dec. 293

27.030.3. President’s Review of Governors

The president reviews, as appropriate, the performances of governors and arranges for any
necessary counseling and guidance. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 48

27.030.4. President’s Representatives at District Conferences

The president may be represented at district conferences by Rotarians appointed by the
president. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 48

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27.030.5. Annual Theme

The president may select an appropriate motivational theme to be observed throughout RI
during the president’s year in office. The annual theme shall be consistent with Rotary’s
Vision Statement. (April 2019 Mtg., Bd. Dec. 171)

Source: October 1993 Mtg., Bd. Dec. 48; January 2011 Mtg., Bd. Dec. 127; September 2011 Mtg., Bd. Dec. 34; April 2019 Mtg., Bd.
Dec. 171

27.030.6. President’s Aide

The president is authorized to appoint an aide to provide personal assistance in any way,
in connection with the president’s duties. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 48

27.030.7. Delegation of President’s Powers

The president may delegate any of the president’s powers to other Directors and the general
secretary upon such terms as the president may determine. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 48

27.030.8. President to Act as Principal Spokesperson

The president is the principal person to speak on behalf of RI, and shall be a positive and
motivational leader for Rotarians worldwide. (September 2016 Mtg., Bd. Dec. 28)

Source: October 1993 Mtg., Bd. Dec. 48; Amended by September 2016 Mtg., Bd. Dec. 28

27.030.9. President as Chair of Meetings

The president is the chair of the board and presides at all meetings of the board. The
president presides at all conventions and other international RI meetings and, in
conjunction with the president-elect, International Assemblies. (September 2016 Mtg., Bd.
Dec. 28)

Source: October 1993 Mtg., Bd. Dec. 48; Amended by May 2000 Mtg., Bd. Dec. 412; September 2016 Mtg., Bd. Dec. 28

27.040. Authority to Act on Behalf of Board

27.040.1. Emergency Matters

The president is authorized to act in emergency matters of the Board, subject to the
provisions of the constitutional documents, when the Board or its Executive Committee is
not in session or cannot be called into session or contacted. (June 2007 Mtg., Bd. Dec. 226)

Source: October 1993 Mtg., Bd. Dec. 48; Amended by May 2003 Mtg., Bd. Dec. 325

27.040.2. Requests for Excuse from Qualification for Service as District Governor
The board authorizes the president to act on its behalf in excusing Rotarians, for appropriate
reasons, from any of the qualifications for a district governor specified in the RI Bylaws.
(June 2007 Mtg., Bd. Dec. 226)

Source: November 1987 Mtg., Bd. Dec. 85

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27.040.3. Filling Vacancies in Office of Governor or Governor-Elect

The President is authorized to act on behalf of the Board in electing a Rotarian to fill a
vacancy in the office of governor or governor-elect where such action is required by the RI
Bylaws. The board requests the president to consult with the current director where the
vacancy has occurred prior to making a selection. (April 2016 Mtg., Bd. Dec. 157)

Source: June 1981 Mtg., Bd. Dec. 25; February 2000 Mtg., Bd. Dec. 298; Amended by November 2005 Mtg., Bd. Dec. 38; November
2007 Mtg., Bd. Dec. 106; April 2016 Mtg., Bd. Dec. 157

27.040.4. Ballot by Mail to Elect Governor-Nominee in New District

The board, the president acting on its behalf, shall authorize a ballot-by-mail, and shall
designate a district governor to conduct the ballot-by-mail, to select the governor-nominee
in a new district when it is not practical to select the governor nominee in advance of the
effective date of the new district by the same procedure used by those clubs before the
regrouping occurred. (June 2007 Mtg., Bd. Dec. 226)

Source: February 1981 Mtg., Bd. Dec. 282

27.040.5. Disqualifying Candidates for Elective Office

The president or the general secretary shall, in accordance with RI Bylaws section 13.030.5.
and on behalf of the Board, disqualify a candidate for election, without referral to the RI
election review committee, when information has been received and certified by the
general secretary that a candidate has appealed to a "non-Rotary agency" prior to
completing the RI election review procedures. (September 2016 Mtg., Bd. Dec. 28)

Source: November 1995 Mtg., Bd. Dec. 81; June 1997 Mtg., Bd. Dec. 301; June 2001 Mtg., Bd. Dec. 326; Amended by June 2007
Mtg., Bd. Dec. 226; September 2016 Mtg., Bd. Dec. 28

27.040.6. Election of Member of Nominating Committee for Director in a Ballot-by-Mail

The board, the president acting on its behalf and pursuant to RI Bylaws section 11.020.10.,
may authorize a district to select its member and alternate member of the director
nominating committee in a ballot-by-mail. (June 2007 Mtg., Bd. Dec. 226)

Source: June 2007 Mtg., Bd. Dec. 226

27.040.7. Alteration of Dates for Selecting Director-Nominee

The president is authorized, on behalf of the Board, to alter the dates for selecting a
director-nominee. (June 2007 Mtg., Bd. Dec. 226)

Source: June 2007 Mtg., Bd. Dec. 226

27.040.8. Election of Governor Nominee After Annual Election of Officers at Convention

The board authorizes the president to act on its behalf to elect a Rotarian to the office of
governor where the governor nominee is not selected in time to be placed on the ballot for
the annual election of officers at the convention. (November 2007 Mtg., Bd. Dec. 32)

Source: November 2007 Mtg., Bd. Dec. 32

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27.040.9. Appointment of Members of RI Audit Committee

The president is authorized to act on behalf of the Board to appoint members of the RI
Audit Committee, in accordance with RI Bylaws section 17.060. and Rotary Code of
Policies section 31.080. (September 2011 Mtg., Bd. Dec. 140)

Source: July 2009 Mtg., Bd. Dec. 14; September 2011 Mtg., Bd. Dec. 140

27.040.10. Appointment of Director to the RI Finance Committee

The president is authorized to act on behalf of the Board to appoint a member of the Board
to the RI Finance Committee, in accordance with RI Bylaws section 17.010. (July 2009
Mtg., Bd. Dec. 14)

Source: July 2009 Mtg., Bd. Dec. 14

27.040.11. Appointment of Members of Executive Committee

The Board has authorized the president to appoint the members of the Executive
Committee and its chair, such membership to include the president, president-elect, vice-
president, and treasurer. (October 2013 Mtg., Bd. Dec. 30)

Source: June 2013 Mtg., Bd. Dec. 197

27.040.12. Filling Vacancies on Nominating Committee for President

The board authorizes the president to act on its behalf to appoint a member, if necessary,
to fill a vacancy on the Nominating Committee for President, in accordance with RI Bylaws
sections 10.020.3. and 10.030.8. (November 2009 Mtg., Bd. Dec. 28)

Source: June 2009 Mtg., Bd. Dec 234

27.040.13. Filling Vacancies on Committees

The RI president and/or president-elect are authorized to make appointments and replace
committee members when deemed appropriate and in the best interest of Rotary, after
consultation with the committee chair and based upon objective standards of the member’s
performance and participation, in accordance with the RI Bylaws. (June 2017 Mtg., Bd.
Dec. 160)

Source: June 2013 Mtg., Bd. Dec. 204; Amended by June 2017 Mtg., Bd. Dec. 160

27.050. Additional Activities

27.050.1. Committee Chairs

It is recommended that the president appoint as chair of a RI committee a Rotarian who
has served on that same committee during the preceding year. (May 2003 Mtg., Bd. Dec.
325)

Source: June 1987 Mtg., Bd. Dec. 13; Amended by May 2003 Mtg., Bd. Dec. 325
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27.050.2. Convention Committees

It is recommended that the president in each year appoint the chairs of RI Convention
committees and international conference committees in consultation with the president-
elect for the year in which the convention or international conference for which such
committee is appointed is to be held. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1966 Mtg., Bd. Dec. 90

27.050.3. RI President’s Role in Membership Growth

RI presidents are requested to establish specific, achievable, and measureable goals for
organizing new clubs, and for membership attraction and engagement that can be
communicated to and used by district governors and club presidents. (April 2016 Mtg., Bd.
Dec. 157)

Source: November 2005 Mtg., Bd. Dec. 100; Amended by February 2006 Mtg., Bd. Dec. 137; June 2010 Mtg., Bd. Dec. 182; April
2016 Mtg., Bd. Dec. 157

Cross References

31.040. Committee Appointments

27.060. Annual Theme and Goals

27.060.1. Annual Theme

Rotarians shall present and emphasize only the annual theme at district meetings, in printed
materials and electronic communications, and during “official visits” by RI officers except
those themes used to promote district conferences and Rotary Institutes. (July 2015 Mtg.,
Bd. Dec. 19)

Source: June 1997 Mtg., Bd. Dec. 379; Amended by September 2011 Mtg., Bd. Dec. 34; July 2015 Mtg., Bd. Dec. 19

27.060.2. Annual Goals

It is the prerogative of the president-elect to announce annual goals for the upcoming year.
Continuity is encouraged. The president’s annual goals must be in alignment with the RI
Strategic Plan.

RI and TRF goals for each Rotary year will be developed by the RI president-elect in
collaboration with the Trustee chair-elect. Continuity with prior year goals is desirable.

The president-elect will announce joint RI/TRF annual goals for the upcoming year, which
shall be reviewed and approved at the first Board meeting in the year preceding his or her
year as president. (October 2019 Mtg., Bd. Dec. 29)

Source: January 1961 Mtg., Bd. Dec. 76; September 2011 Mtg., Bd. Dec. 37; July 2016 Mtg., Bd. Dec. 13; April 2019 Mtg., Bd. Dec.
140
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27.070. Staff Support

27.070.1. President’s Support from General Secretary and Senior Managers

The president shall

1) be informed by the general secretary as to the respective roles, functions and

responsibilities of senior staff, present or proposed plans for the management of their
departments, and of any changes in the status of their employment;

2) be informed by the general secretary of any significant changes that are contemplated
in any major RI publications;

3) be informed by the general secretary and/or the chief financial officer, of any significant
changes in the revenues and expenses as set forth in the budget (April 2016 Mtg., Bd. Dec.
157)

Source: May-June 1976 Mtg., Bd. Dec. 234; Amended by April 2016 Mtg., Bd. Dec. 157

27.080. Finances

27.080.1. Review of Payments to President and President-Elect

In order to assure compliance with United States' income tax statutes, the Board shall, in a
manner consistent with United States Treasury Regulation Section 53.4958-6, or any
successor regulations that may be in effect from time to time, review any amounts paid to
the president and president-elect, so as to assure that such payments are "reasonable," as that
term is defined in the regulation. This matter shall be reviewed annually at the Board’s final
meeting of each year, and each time the Board considers changing the amount of any
payments.

The president and president-elect, each, shall not participate in either the Executive
Committee's discussion, drafting and approval of its report in regard to this matter as it
pertains to each of them respectively, or in the discussion and adoption of the Executive
Committee's report by the Board as it pertains to each of them respectively. (November
2004 Mtg., Bd. Dec. 58)

Source: June 2001 Mtg., Bd. Dec. 450; Amended by November 2004 Mtg., Bd. Dec. 58

27.080.2. Travel for Club Visits

Districts and clubs which extend invitations to the RI president shall be informed that the
financial obligations covered by expense allocations in the annual RI budget are: travel
expense to and from the district for the president and partner; travel expenses within the
district for an aide if specifically requested by the president; and personal expenses.

The financial obligations of the clubs and/or districts issuing invitations for visits by the
president and president-elect are hotel accommodations, surface transportation and meal
expenses. (June 1998 Mtg., Bd. Dec. 348)

Source: May 1981 Mtg., Bd. Dec. 452. Amended by July 1991 Mtg., Bd. Dec. 2
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27.080.3. Partners of President, President-elect, President-nominee and General Secretary

to Accompany on Travel
The partner of the president, the partner of the president-elect, the partner of the president-
nominee and the partner of the general secretary are requested to accompany their
respective partners on Rotary related travel so as to further the corporate purpose of
enhancing the family image of Rotary, cultivating fellowship with and among Rotarians,
as well as their partners, assisting in fund development efforts on behalf of The Rotary
Foundation, gaining additional publicity for Rotary and its programs in local media,
conveying Rotary’s commitment to family, encouraging involvement of partners in Rotary
and appealing to Rotarians of both genders. (January 2012 Mtg., Bd. Dec. 160)
Source: January 2010 Mtg., Bd. Dec. 167; Amended by January 2012 Mtg., Bd. Dec. 160

27.080.4. Payment of Expenses by RI of an Adult Member of the President’s Family If

There Is No Partner
In all instances where payment is authorized for the expenses of the president and partner
and the president has no partner, payment is then authorized for an adult member of the
president’s family at the discretion of the president. (June 1998 Mtg., Bd. Dec. 348)
Source: April 1991 Mtg., Bd. Dec. 10

27.080.5. Payment of Expenses of the Families of the President and the President-elect for
Travel to the International Convention
RI will pay the expenses – that is, round trip economy airfare (business class airfare for
any parents of the president or president-elect), per diem costs for hotel and meals, and fees
for general registration and other Convention-related functions – incurred by the president
and president-elect in bringing members from each of their immediate families to the
convention – provided that the expenses of no more than twenty such members are paid by
RI over a two year period for family members of the same officer serving first as president-
elect and then as president at two consecutive Conventions. This cost shall not be part of
the convention budget. Immediate family includes only the parents, grandparents, children,
step-children, grandchildren, step-grandchildren and siblings, and the partners of each, of
the president, president-elect and their respective partners. The president and president-
elect shall provide the list of persons for whom expenses are to be paid to the general
secretary, who shall confirm eligibility hereunder. The expenses include any taxes payable
by the recipient with respect to the costs reimbursed in this section (tax rate not to exceed
46% of the above listed items). (April 2016 Mtg., Bd. Dec. 157)

Source: November 1990 Mtg., Bd. Dec. 190; November 1999 Mtg., Bd. Dec. 197; November 2002 Mtg., Bd. Dec. 176; June 2005
Mtg., Bd. Dec. 330; Amended by November 1991 Mtg., Bd. Dec. 154; February 1995 Mtg., Bd. Dec. 199; April 2016 Mtg., Bd. Dec.
157

27.080.6. Compensation to Family Members of “Disqualified Persons”

The general secretary shall review annually the compensation of any family members
related to individuals identified as “disqualified persons,” defined as president, president-
elect, general secretary, deputy general secretary, all general managers, and chief
investment officer, as required by law. (January 2018 Mtg., Bd. Dec. 73)

Source: September 2017 Mtg., Bd. Dec. 31

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27.080.7. Expenditures Exceeding Operating Budgets

Any proposed expenditure exceeding the president’s, president-elect’s, and president-
nominee’s operating budgets must be approved in advance by the Board’s Executive
Committee and subsequently reported to the Board. (October 2019 Mtg., Bd. Dec. 29)
Source: April 2019 Mtg., Bd. Dec. 140

27.090. President’s Advisory Committee

The president may select a small advisory committee of independent highly experienced Rotarians,
which may consist of or include past presidents, to provide counsel to the president. (May 2003
Mtg., Bd. Dec. 325)

Source: June 2001 Mtg., Bd. Dec. 317; Amended by May 2003 Mtg., Bd. Dec. 325


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Article 28. RI Board of Directors

28.005. Policies Relating to the Board

28.010. Selection Methods for Directors
28.020. Orientation and Governance Training
28.030. Meetings
28.040. RI Board of Directors Job Description
28.050. Appeals of Board Action
28.060. Partner Training and Attendance at Rotary Meetings
28.070. Relationship Between Directors and Governors
28.080. Relationship Between Directors and Regional Leaders
28.090. Conflict of Interest Policy
28.100. Code of Ethics
28.110. Indemnification of RI Directors and Officers

28.005. Policies Relating to the Board

The Board has adopted the following policies governing its work. These policies should be
reviewed annually at the Board’s first meeting.

A. The Role of the Board of Directors of RI

The Constitution and Bylaws of RI place certain duties and responsibilities on the Board, and give
the Board certain powers to carry out those duties and responsibilities:

The affairs and funds of RI, shall be under the direction and control of the Board, in conformity with
the constitution and bylaws and the Illinois General Not-for-Profit Corporation Act of 1986, and any
amendments thereto. (RI Constitution, art. 6, sec. 2).

The Rotary International Board of Directors shall be responsible for doing whatever may be
necessary for:

 the furtherance of the purposes of Rotary International

 the attainment of the Object of Rotary
 the study and teaching of its fundamentals
 the preservation of its ideals, its ethics, and its unique features of organization and its extension
throughout the world

Article 3 of the RI Constitution provides that the purposes of RI are:

a. to support the clubs and districts of RI in their pursuit of programs and activities that promote
the Object of Rotary;
b. to encourage, promote, extend and supervise Rotary through the world;
c. to coordinate and general direct the activities of RI.

To fulfill these purposes, the Board shall adopt a strategic plan, oversee its implementation in each
zone, and report on the plan’s progress at each Council on Legislation. (RI Bylaws section 5.010.3.)
The Board shall review the strategic plan regularly.
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The Board is responsible for:

(a) establishing policy for the organization;
(b) evaluating implementation of policy by the general secretary;
(c) exercising general control and supervision over all officers, officers-elect, and officers-nominee,
and committees of Rotary International. (RI Bylaws section 5.010.2.)
(d) exercising other powers conferred by the constitution, by the bylaws, and the Illinois General
Not-for-Profit Corporation Act of 1986, and their amendments. (RI Bylaws section 5.010.2.)

The Board elects the general secretary. (RI Bylaws section 6.040.)

The administration of clubs shall be under general supervision of the Board. (RI Constitution, Article
8, Section 2.) (October 2019 Mtg., Bd. Dec. 30)

Source: July 1999 Mtg., Bd. Dec. 9; June 2013 Mtg., Bd. Dec. 196; July 2013 Mtg., Bd. Dec. 11; October 2019 Mtg., Bd. Dec. 30

B. Duties and Responsibilities of the Board

1. The Board functions as a policy maker for the association. While the Council on Legislation and
Council on Resolutions act as legislative arms of the association, it is the Board that develops
and establishes new policy, reviews existing policy, and modifies policy where appropriate.

2. The Board functions as the program planning body for the association. It establishes goals and
objectives—both short-range and long-range—and it considers proposals for new programs or
changes in current programs. It may establish new programs, review existing programs, or may
discontinue programs that have served their purpose or are no longer viable.

3. The Board controls the finances and adopts the annual budget of the association (with per capita
dues being determined by the Council on Legislation).

4. The Board promotes and advocates for the ideals and programs of Rotary. It has a responsibility
for promoting and extending the fundamental ideals and object of the association and gaining
acceptance for its programs.

5. The Board and its individual members motivate RI officers and committees, member clubs, and
Rotarians in furtherance of Rotary’s goals and priorities.

6. The Board identifies problems or trends in Rotary that may warrant Board action. (October 2019
Mtg., Bd. Dec. 30)

Source: July 1999 Mtg., Bd. Dec. 9; April 2016 Mtg., Bd. Dec. 157; September 2016 Mtg., Bd. Dec. 28; October 2019 Mtg., Bd. Dec. 30

C. The Board of Directors and the Legislative Process of RI

As provided in the RI Bylaws, the RI President, President-elect, and one other RI Director are non-
voting members of the Councils. A director cannot serve at a Council as the representative of the
clubs of his district. A director's primary responsibility is as a member of the Board (see section
59.030.1.).
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June 2020

1. The Board may establish a position or organize members of the Board to speak in the Council on
behalf of the Board, for or against pending legislation or resolutions, when:

a. items of proposed legislation or resolutions are offered by the Board

b. items are offered by others on matters that the Board considers to be of importance to the
organization.

2. Director participation in Council deliberations will be on behalf of the Board, not a reflection of
individual views. Moreover,

a. if the chair of the Council on Legislation or Council on Resolutions feels that an item of
proposed legislation or resolution from the Board requires clarification, the president may
designate a director to speak on the Board’s behalf;

b. in the event a criticism of the Board is made during a session of the Council on Legislation or
Council on Resolutions, the Board may reply to such criticism through a designated
spokesperson;

c. in the event the Board withdraws its proposal from consideration by a Council, an explanation
of the Board's reasons for such withdrawal may be provided by a designated spokesperson.

3. With respect to proposed legislation or resolutions offered by the Board at the instruction of a
Council, the Board shall make clear that it is offering such proposed legislation or resolutions
in compliance with such instruction. (October 2019 Mtg., Bd. Dec. 30)

Source: July 1999 Mtg., Bd. Dec. 9; Amended by May 2003 Mtg., Bd. Dec. 325; September 2016 Mtg., Bd. Dec. 28; October 2019 Mtg., Bd. Dec.
30

D. Criteria for Items Coming to the Board

The RI Board’s primary role is to establish Rotary policy and to evaluate the general
secretary’s implementation of this policy. The general secretary shall be responsible for policy
implementation, management, and administration.

The Board functions most effectively when it is able to devote its time and attention to policy and
program matters for the association, not on administrative matters or matters where authority has
been delegated to the general secretary.

1. Items for consideration by the Board may come from the following sources:

a. Individual Rotary clubs (by petition)

b. Rotary District Conferences
c. Rotary institutes for present, past, and incoming officers of RI
d. Councils on Legislation or Councils on Resolutions
e. RI committees
f. Trustees of The Rotary Foundation
g. General Council of RIBI
h. Current RI general officers, including the general secretary
i. Current RI officers
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June 2020

j. Past RI general officers

k. Any committee of the Board

Individual Rotarians may not submit items for Board meeting agendas.

2. The Board considers items based on written presentations and background statements, as provided
in an advance memorandum. Except in cases where the president determines that a personal
presentation will be beneficial to the Board's consideration of a matter, the Board does not receive
groups or individuals who wish to appear personally before the Board.

3. Items for which the president, the Executive Committee, or the general secretary is authorized to
act on the Board’s behalf shall be reported to the Board.

4. Items included on the Board’s agenda shall be limited to those that involve or relate to:

a. duties and responsibilities placed on the Board by statute and that have not been delegated to
others by the Board
b. establishing modifying or terminating policy
c. strategic planning
d. establishing, modifying, or terminating an RI program
e. reviewing and approving the budget and authorizing budget variances
f. a change in RI policy, procedures, or programs that would require Council action
g. programs and expenditures of The Rotary Foundation
h. reviewing Committee reports
i. reviewing the finances of the association
j. considering matters brought to the Board’s attention by the general secretary

5. All matters of an administrative nature shall be referred to the general secretary for attention and,
as needed, for decision.

6. Program proposals from clubs or individuals requiring Board approval should be referred to
appropriate advisory committees for the Board’s consideration. (October 2019 Mtg., Bd. Dec.
30)

Source: July 1999 Mtg., Bd. Dec. 9; Amended by November 2002 Mtg., Bd. Dec. 61; November 2004 Mtg., Bd. Dec. 58; May 2011 Mtg., Bd. Dec.
191; July 2011 Mtg., Bd. Dec. 8; July 2013 Mtg., Bd. Dec. 11; September 2016 Mtg., Bd. Dec. 28; October 2019 Mtg., Bd. Dec. 30

E. Decisions Made by the Board of Directors

In the consideration of any item before the Board, RI Directors may express personal opinions on
the matter but once a decision is adopted by the Board, the decision is to be deemed, reported, and
discussed as a decision of the entire Board. The vote and discussion of the item shall remain strictly
confidential. Staff attending the Board meeting shall also maintain confidentiality as above. A
director, however, may have his negative vote recorded in the minutes upon request.

The Board shall use electronic voting on all substantive items on its agenda. Any director can
demand an electronic vote on any item without requiring a second or debate.
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All decisions, unless specified otherwise, take effect immediately upon the adjournment of the
meeting. (October 2019 Mtg., Bd. Dec. 30)

Source: July 1999 Mtg., Bd. Dec. 9; Amended by October 2019 Mtg., Bd. Dec. 30

F. Consent Items at Board Meetings

At each meeting of the Board for which an advance memorandum is prepared and which includes a
listing of items for consideration at the meeting, the Board may take action on one or more agenda
items by general consent, i.e., by agreeing to a draft decision without general discussion on an item.

Adopting items on consent allows the Board to spend more time discussing strategic and
transformative topics. Consent items are typically administrative or non-controversial items that can
be adopted without full Board discussion.

Shortly before each meeting, the Board will be sent a list of agenda items suggested for adoption on
the first consent list. Concerns about any item on consent should first be directed to the staff who
drafted the item to see if the concern can be answered (staff contact information is provided on each
item). If the director still has concerns or questions about the item on consent or would like the Board
to discuss the issue, the item can be removed from the list by the director for full discussion and
decision by the Board.

The Board may also consider a second list of consent items from recommended draft decisions from
the Board’s Committees. Any director may ask to have one or more of the recommended decisions
removed from the list for full discussion and decision by the Board. (October 2019 Mtg., Bd. Dec.
30)

Source: July 1999 Mtg., Bd. Dec. 9; Amended by October 2019 Mtg., Bd. Dec. 30

G. Board Agenda Procedures

1. On the agenda at each meeting, is an item for the Board to review the draft agenda for its next
meeting. Approximately eight weeks before a Board meeting, Corporate Governance staff will
send the Board a revised draft agenda that includes any newly added items since the Board’s early
review. At this time, directors have an opportunity to request new items be added to the agenda.

Agenda items may be suggested by individual directors, the general secretary, and any group
or individual listed under paragraph D.1. of Rotary Code section 28.005. A director may place
an item on the agenda during the course of a meeting if the matter is of an urgent nature and
cannot wait until the Board’s next meeting. Such items will be considered during the meeting
at the discretion of the chair.

2. All items presented for RI Board consideration which have any financial impact on RI capital
or operating budgets will be submitted to Corporate Finance and Planning for analysis of that
impact. (see section 68.010.5.)

3. The general secretary shall establish a deadline for the submission of Board agenda items. The
advance memorandum will be made available via Board governance software to each director
approximately three weeks in advance of the meeting, except for those items that for good
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reason could not be prepared earlier but will be provided as soon as they can be available or at
the time of the meeting.

4. The president shall refer all items for the Board’s consideration to the Administration, Programs,
or Executive Committee of the Board, provided that the president may direct that an item be
considered only by the full Board. These committees shall function in accordance with section
28.030.4. A Board meeting committee shall make every effort to finish its consideration of its
assigned items within the specified time period; items not considered by that time shall go to the
full Board without a committee recommendation.

5. The committees shall recommend a draft decision for each item for the Board’s consideration.
If the recommendation of the committee is less than unanimous, the recommendation shall
state the vote of the committee.

6. The president, in consultation with the general secretary, shall establish the order of consideration
of agenda items.

7. A director’s primary responsibility is to his or her own committee. However, he or she is

encouraged to attend other committee meetings when his or her interest or expertise on a
particular subject would assist the committee in its deliberations. (October 2019 Mtg., Bd. Dec.
30)

Source: July 1999 Mtg., Bd. Dec. 9; Amended by August 1999 Mtg., Bd. Dec. 37; February 2000 Mtg., Bd. Dec. 275; June 2002 Mtg., Bd. Dec.
247; November 2002 Mtg., Bd. Dec. 61; November 2004 Mtg., Bd. Dec. 37; November 2005 Mtg., Bd. Dec. 41; July 2006 Mtg., Bd. Dec. 10; June
2008 Mtg., Bd. Dec. 227; November 2010 Mtg., Bd. Dec. 32; January 2012 Mtg., Bd. Dec. 158; October 2013 Mtg., Bd. Dec. 30; April 2016 Mtg.,
Bd. Dec. 157; June 2017 Mtg., Bd. Dec. 149; October 2019 Mtg., Bd. Dec. 30

28.010. Selection Methods for Directors

28.010.1. Declaration of Duties and Responsibilities of RI Directors

Each candidate for director, and conveners of director nominating committees, shall be
provided with a summary of the duties and responsibilities of Directors as set out in the RI
Bylaws and in the Rotary Code of Policies. The prescribed form used in suggesting
candidates for director shall include a signed declaration by the candidate that he or she
has read, understands, and is willing to comply with such duties and responsibilities as they
may be amended from time to time. (February 2002 Mtg., Bd. Dec. 164)

Source: June 2001 Mtg., Bd. Dec. 318; Amended by November 2001 Mtg., Bd. Dec. 53

28.010.2. No Eligible Past Governor Available to Serve on Nominating Committee

Where there is no past governor available for election in a district who meets the
qualifications provided in RI Bylaws section 11.020.3., a past governor who is not
otherwise ineligible for membership on the committee may serve if the current governor
certifies to the general secretary in writing that there are no past governors available for
election from that district who meet the qualifications of RI Bylaws section 11.020.3.
(November 2001 Mtg., Bd. Dec. 45)

Source: June 2001 Mtg., Bd. Dec. 313

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June 2020

28.010.3. Submission of Names for Membership on Director Nominating Committees

Notwithstanding RI Bylaws section 11.020.6., the RI Bylaws deadline of 1 June for
submission of names for membership on the director nominating committee is firm. Any
individual whose name is submitted by a governor after that deadline (except as provided
in RI Bylaws section 11.020.8.) may not serve as a member of the director nominating
committee. (September 2011 Mtg., Bd. Dec. 34)

Source: November 2009 Mtg., Bd. Dec. 38; Amended by September 2011 Mtg., Bd. Dec. 34

28.010.4. Expenses of Nominating Committee for Director

The general secretary shall budget US$1,500 for each convener of a director nominating
committee, which may be used to offset costs of meeting room rental, coffee breaks, and
one meal for the committee during its meeting, as well as for out-of-pocket postage,
copying, telephone and miscellaneous expenses incurred in making arrangements for the
committee meeting, and which may be reimbursed upon submission of an expense report
form.

RI will not reimburse the expenses of nominating committee members other than the
convener. Each district is encouraged to meet expenses of nominating committee members.
(November 2007 Mtg., Bd. Dec. 52)

Source: July 1998 Mtg., Bd. Dec. 16; November 2002 Mtg., Bd. Dec. 57; Amended by November 2007 Mtg., Bd. Dec. 52

28.010.5. Guidelines for the Functioning of the Nominating Committee for Director

A. Prior to the Meeting

1. The convener shall make the necessary arrangements for the committee to meet at the
time (which shall be between 15 September and 15 October, unless otherwise
authorized by the Board) and place decided by the Board of Directors of RI.

2. As soon as possible following the final date (1 September) for receipt by the convener
of forms from clubs submitting the names of suggested candidates for consideration by
the nominating committee, the convener shall send to the other members of the
committee copies of the suggestion forms filed with the convener.

3. There should be no other communication or exchange of information between members

of the committee regarding a suggested candidate, prior to the meeting of the committee.

4. Prior to the time of the meeting, members of the committee, in reviewing the
qualifications of a suggested candidate, should consider only the information provided
in the official suggestion form. So that candidates may be considered on an equal basis,
the nominating committee, and the individual members of the committee, should not
take into consideration supplementary brochures, circulars, statements, etc., which may
be attached to the official suggestion form or otherwise received by the members of the
committee.

5. In person interviews of all candidates are required; however, in the event that
extenuating circumstances arise (such as sudden illness or a death in the family) that
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prevent a candidate from appearing in person before the committee, the committee shall
make every effort to interview the affected candidate electronically. Any candidate
who is not interviewed may not be selected by the committee.

6. The committee shall ensure that each candidate is asked the same questions and each
interview is allowed the same amount of time. The committee shall also ensure that all
interviews are conducted on the same day or on consecutive days if required by the
number of candidates and at the same location, which shall be conveniently located
within the zone.

B. The Meeting

1. After the convener has called the meeting to order and reviewed the responsibility of
the committee and the work at hand, the first order of business should be the selection
of a chair from among the members of the committee. The election of the chair shall
be conducted by secret ballot. Each member of the committee shall cast one vote for
the chair. The convener and an assistant appointed by the convener shall count the
votes and announce the results. If a majority of votes is not received by any member
of the committee, a second ballot between the top two vote-getters shall be held. It
shall be the duty of the committee chair to ensure that the following criteria are
carefully observed and adhered to by the committee.

2. Before the committee begins its deliberations, the chair shall inquire whether any
member of the committee has been contacted by or on behalf of any candidate, or is
aware of any effort to influence members of the nominating committee, either directly
or indirectly, and, if so, to bring these to the attention of committee at this time.

3. No one is to be in attendance during the meeting of the committee other than the duly
elected members of the nominating committee and any interpreters needed for members
of the committee.

4. The questions to be asked each candidate shall be developed with the entire committee
present at the beginning of the meeting.

5. The committee shall conduct interviews of no more than 30 minutes with each of the
candidates. The chair shall appoint a timekeeper during the interview process.

6. Following the interviews, but before conducting a ballot, the committee should
thoroughly review the qualifications of each candidate. Committee members are
encouraged to share their personal knowledge of candidates with one another. The
chair, or a committee member appointed by the chair, may contact a candidate to
ascertain correct information concerning the candidate's qualifications. No member of
the committee should leave the room once the committee has started the deliberation
process until the nominee has been selected.

7. The committee should strive to select the best qualified candidate, and consider using
the following in selecting its candidate:
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a. The Qualifications, Primary Duties and Responsibilities contained in RI Director

Job Description
b. The questions developed by the RI Board to be used that year by the Nominating
Committee for RI President in selecting its candidate
c. The candidate’s vision and goals for Rotary
d. How the candidate’s skills, competencies, and experience could bring specific or
unique talents to the RI Board

8. Following the discussion of all of the candidates, the chair shall distribute ballots
containing an alphabetical list of candidates and instruct each member of the committee
to vote for six candidates. All voting conducted under this paragraph shall be
conducted by secret ballot. The chair and assistant shall tabulate the results and
announce the six highest vote-getters. Each of these candidates shall be discussed
further by the committee, and the chair shall distribute another set of ballots with the
names of all but the remaining candidates crossed out. Each member of the committee
shall be instructed to vote for four candidates. After the chair announces the results of
this ballot, similar steps shall be followed to reduce the number of candidates to two
and, finally, to one. Notwithstanding the foregoing, a candidate eliminated during a
previous round of balloting may be reconsidered at any point if requested by at least
six members of the committee. Voting must continue until there are two candidates
remaining and one of the final two candidates receives at least at least a 60% majority
of votes, regardless of whether any candidate received a 60% majority of votes in a
previous round of voting. The candidate who finishes second in the final vote shall not
be considered to be an alternate. If there are fewer than six candidates, the voting under
this section shall commence with a vote for the number of candidates that is one fewer
than the actual number of candidates.

9. To select the alternate, each of the five remaining candidates from the initial six who
were selected shall be discussed further by the committee, and the chair shall distribute
another set of ballots with the names of all but the remaining candidates crossed out.
Each member of the committee shall be instructed to vote for four candidates. After
the chair announces the results of this ballot, similar steps shall be followed to reduce
the number of candidates to two and, finally, to one. Notwithstanding the foregoing, a
candidate eliminated during a previous round of balloting may be reconsidered at any
point if requested by at least six members of the committee. Voting must continue until
there are two candidates remaining and one of the final two candidates receives at least
a 60% majority of votes, regardless of whether any candidate received a 60% majority
of votes in a previous round of voting. If there are fewer than five candidates, the
voting under this section shall commence with a vote for the number of candidates that
is one fewer than the actual number of candidates remaining.

10. In the event of a tie in voting for the final six, four or two candidates for director or
alternate, the candidates involved in the tie shall proceed to the next round of voting. If
there are more than two candidates in the final round of voting and no candidate
receives at least a 60% majority of votes in the initial vote, the lowest vote-getter shall
be removed from further consideration on subsequent ballots until there are only two
candidates remaining.
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11. Prior to the adjournment of the meeting of the committee, the chair, on behalf of the
committee, should contact the candidate selected by the committee to determine that
person's willingness and ability to serve as director of RI if nominated and elected.

C. Subsequent to the Meeting

1. Immediately following the meeting of the committee, the chair shall notify all the
candidates of its selection of the candidate for nomination as director of RI.

2. As soon as possible following the adjournment of the meeting of the committee, the
chair shall send to the general secretary the name and address and acceptance of the
nominee. The chair shall later file with the general secretary the written report of the
committee naming its selection of a candidate for nomination as director, including an
indication that the named candidate has been contacted by the committee and has
indicated willingness and ability to serve as director of RI if nominated and elected.
The report should also state that, to the best of the committee's knowledge, the selected
candidate has not violated RI's rules against campaigning for office. The written report
of the nominating committee must be filed with the general secretary no later than ten
days following the meeting of the committee.

3. The proposal forms for the candidate selected and the alternate selection and the
proposal forms for the remainder of candidates shall be transmitted to the general
secretary. The name of the alternate candidate shall otherwise be kept confidential.

4. Members of the committee are not to discuss with anyone their deliberations within the
committee at any time or reveal the name of the nominee until after all candidates have
been notified. (October 2019 Mtg., Bd. Dec. 29)

Source: November 1999 Mtg., Bd. Dec. 142; Amended by April 2016 Mtg., Bd. Dec. 157; January 2017 Mtg., Bd. Dec. 91; June 2017
Mtg., Bd. Dec. 156; October 2019 Mtg., Bd. Dec. 29

28.020. Orientation and Governance Training

28.020.1. Director-elect Orientation

During the year before they begin their term of service on the Board, RI Directors shall
receive informative mailings from the Secretariat and receive an orientation, supervised by
the president-elect, or a current director designated by the president-elect, and general
secretary. Directors-elect shall also attend as observers to meetings of the Board as invited.

As part of the annual orientation for Directors-elect, information regarding the role and
responsibilities of the Board should be emphasized. The general secretary should include
information regarding the legal and fiduciary responsibilities of members of a non-profit
board, and update Directors as necessary throughout the year.

Each orientation program shall have a session on staff/volunteer roles and expectations and
a director’s ethical responsibilities. This session shall be presented by the chair of the
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June 2020

Operations Review Committee, or his/her designee, in conjunction with the general

secretary or a staff member designated by the general secretary. (June 2017 Mtg., Bd. Dec.
159)

Source: June 1987 Mtg., Bd. Dec. 334; November 1995 Mtg., Bd. Dec. 63; June 2001 Mtg., Bd. Dec. 318; Amended by November
2001 Mtg., Bd. Dec. 53; November 2004 Mtg., Bd. Dec. 47; April 2016 Mtg., Bd. Dec. 157; September 2016 Mtg., Bd. Dec. 35; June
2017 Mtg., Bd. Dec. 159

28.020.2. Annual Governance Seminar

The Board shall hold an annual governance seminar for directors and directors-elect,
facilitated by an outside governance expert, that will include training on a director’s ethical
responsibilities as a member of the Board. (September 2017 Mtg., Bd. Dec. 24)

Source: June 2017 Mtg., Bd. Dec. 159

28.030. Meetings

28.030.1. Location of Board Meeting

Board meetings shall be held at the World Headquarters or in the vicinity of the site of the
International Convention unless there are cost savings that can be achieved by meeting
elsewhere. (April 2019 Mtg., Bd. Dec. 140)

Source: May 1989 Mtg., Bd. Dec. 363. See also May 2000 Mtg., Bd. Dec. 458; August 2000 Mtg., Bd. Dec. 43; April 2019 Mtg., Bd.
Dec. 140

28.030.2. Dates and Places of Board Meetings

The Board shall meet as follows:
- Immediately after the International Convention
- October
- January (immediately before or after the International Assembly)
- April
- One day immediately before the International Convention

The Board shall review and determine the specific dates and places of meetings of the
Board annually at its first meeting preceding the Rotary year in which the meetings will be
held. (April 2019 Mtg., Bd. Dec. 140)

Source: February 2000 Mtg., Bd. Dec. 267; Amended by May 2011 Mtg., Bd. Dec. 187; April 2019 Mtg., Bd. Dec. 140

28.030.3. Extension of Board Meeting Preceding the Council on Legislation

The October Board meeting in the year preceding the Council on Legislation may be
extended as necessary for the following purposes:

1) To confer with the Council chair about the physical arrangements and the procedural
aspects of the Council on Legislation

2) To review all proposed legislation pursuant to Section 7.070. of the RI Bylaws

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3) To consider the recommendations of the Constitution and Bylaws Committee and the
Board Council on Legislation Advisory Committee

4) To begin orientation and training before the Council on Legislation with the Board
Advisor. (September 2016 Mtg., Bd. Dec. 28)

Source: November 1999 Mtg., Bd. Dec. 201; Amended by February 2006 Mtg., Bd. Dec. 148; June 2007 Mtg., Bd. Dec. 226; October
2015 Mtg., Bd. Dec. 47; September 2016 Mtg., Bd. Dec. 28

28.030.4. Prior Review of Board Items By Committee

The Administration, Programs, and Executive Committee of the Board shall consider all
items referred to it by the president in accordance with section 28.005. G. 5. and 6.

A Board committee shall make every effort to finish its consideration of its assigned items
within the specified time period. Items not considered by that time shall go to the full
Board without a committee recommendation.

After completing their committee work, Directors are encouraged to attend other Board
committee meetings as observers.

Unless there is a matter deserving extended consideration by all, or unless a director has
some information which such director is reasonably certain was not available to the
committee during its consideration of the matter, Directors should normally be content with
a brief discussion of items that have already been fully considered by a committee of their
peers. (January 2012 Mtg., Bd. Dec. 158)

Source: January-February 1989 Mtg., Bd. Dec. 168; Amended by November 2002 Mtg., Bd. Dec. 61; June 2008 Mtg., Bd. Dec. 227;
January 2012 Mtg., Bd. Dec. 158

28.030.5. Parliamentary Procedures for Board Meetings

The Board has adopted the following parliamentary procedures for the conduct of its
meetings. The current edition of Robert’s Rules of Order Newly Revised shall be the
Board’s parliamentary authority on matters not addressed below:

Simplified Chart of Parliamentary Motions

Motion Requires Second Debatable Amendable Vote
Adjourn Yes No No Majority
Recess Yes No Yes Majority
Close Debate Yes No No 2/3
Defer (or Postpone Definitely) Yes Yes Yes Majority
Refer to Committee Yes Yes Yes Majority
Amend the Amendment Yes Yes No Majority
Amend or Substitute Yes Yes Yes Majority
Withdraw (or Postpone
Indefinitely) Yes Yes No Majority
Main Motion Yes Yes Yes Majority
Reconsider Yes Yes No Majority
Rescind Yes Yes Yes Majority
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Motions Dealing with the General Conduct of the Meeting

No Order of Precedence
Parliamentary Inquiry No No No None
Point of Order No No No None
Withdraw or Modify a Motion No No No Majority
Divide the Motion No No Yes Majority
(November 2002 Mtg., Bd. Dec. 55)

Source: November 1999 Mtg., Bd. Dec. 137; November 2002 Mtg., Bd. Dec. 55

28.030.6. Electronic Voting

The Board shall use electronic voting on all substantive items on its agenda. Any director
can demand an electronic vote on any item without requiring a second or debate.
(September 2017 Mtg., Bd. Dec. 24)

Source: June 2017 Mtg., Bd. Dec. 159

28.030.7. Board Interaction with Staff

The President is requested to schedule an annual social event with directors and senior staff
that will provide an opportunity for increasing fellowship and fostering positive working
relationships. Such event should be scheduled during a Board retreat, in connection with
Board governance training, or before or during a regularly-scheduled Board meeting, or
other time designated by the President.

Directors should consult the appropriate Senior Manager before bringing to the Secretariat
staff new projects or requests for information or assistance. This procedure will maintain
staff priorities, responsibilities and accountability. However, this procedure is not
necessary when a regular working relationship on a similar matter has been previously
established between a director and a staff member. A director may use the Corporate
Governance area to convey the new request to a senior manager. (September 2017 Mtg.,
Bd. Dec. 30)

Source: March 1990 Mtg., Bd. Dec. 136; Amended by October 2013 Mtg., Bd. Dec. 30; September 2017 Mtg., Bd. Dec. 30

28.030.8. Post-Board Meeting Activities

The general secretary shall ensure that all decisions taken by the Board at its meetings are
distributed to Directors for confirmation following the adjournment of the meeting. The
general secretary shall provide printed minutes of Board meetings within 60 days following
each meeting of the Board. Appendices to the minutes shall be filed only with the official
copy of the minutes only if the decision of the Board to which such appendix relates
specifically states that such appendix is to be filed only with the official copy of the minutes.
(April 2016 Mtg., Bd. Dec. 157)

Source: February-March 1983 Mtg., Bd. Dec. 282; June 1998 Mtg., Bd. Dec. 404; November 1999 Mtg., Bd. Dec. 120; Amended by
June 2007 Mtg., Bd. Dec. 226; April 2016 Mtg., Bd. Dec. 157
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28.030.9. Effective Date of Board Decisions

Board decisions shall become effective immediately upon adjournment of each Board
meeting, with the exception of the first meeting of the Board, decisions from which are
effective on or after 1 July. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1998 Mtg., Bd. Dec. 404

28.030.10. Board Minutes on RI Website

Board minutes shall be placed on the RI website within 60 days of the meeting, except for
those appendices that are designated “to be filed only with the official copy of the minutes,”
which shall be made available to Rotarians upon request, in accordance with RI Bylaws
section 5.020. Minutes posted prior to their approval by the Board shall contain notice that
the minutes are in draft form only, subject to approval by the Board. (June 2007 Mtg., Bd.
Dec. 226)
Source: November 2006 Mtg., Bd. Dec. 70; Amended by June 2007 Mtg., Bd. Dec. 226

28.040. RI Board of Directors Job Description

The RI director job description shall be distributed to candidates and nominating committees for
RI director.

Primary Duties and Responsibilities:

1. Conform with duties outlined in RI’s constitutional documents and the Board’s Code of Policies

2. Prepare for, attend, and participate in Board meetings

3. Actively advocate for and promote the Rotary International Strategic Plan

4. Prepare for, attend, and participate in the annual International Assembly, director-elect
orientation, Board governance training, other preparatory meetings, and International
Convention in the year before and during service on the Board

5. Prepare for and attend the Council on Legislation (if occurring during the director’s term), and
be willing to speak on behalf of the Board at the Council

6. Travel on behalf of or at the request of the RI president and represent the president at Rotary
functions, as assigned

7. Act as spokesperson with media on behalf of RI and its Foundation

8. Motivate the leaders of the association, its officers, committees, member clubs and Rotarians

9. Visit districts at the request of the governor and within the limit of the allocated budget in the
director’s respective zone(s) to further the ideals of Rotary, and communicate regularly with
governors in their zones

10. Convene an annual Rotary Institute(s) in director’s respective zone(s) as requested by the
president, and oversee all preparations for such meetings
Rotary Code of Policies 151
June 2020

11. Prepare for and serve on Board and other committees as assigned by the president.

12. Act as liaison to RI and/or Foundation committees as assigned by the president and prepare
for and attend meetings

13. Collaborate with other Board members to set policy, strategic direction and vision for Rotary

14. Follow RI’s “Conflict of Interest Policy,” “Code of Ethics,” “Harassment-free Environment at
Meetings, Events, or Activities,” and RI’s policy on expense reimbursements for directors

15. Fulfill all the legal obligations of a director of an Illinois not-for-profit corporation

16. Contribute to the effective operation of the RI Board by:

a. Establishing strong, collaborative, and mutually respectful relationships and team

approaches with RI staff and other volunteers including officers, leaders, and
representatives of the organization, trustees, regional leaders, and district officers

b. Hiring, conducting an annual performance review, and setting the compensation of the
General Secretary

c. Providing oversight and prudent use of all assets of RI and TRF, including financial,
facilities, people and goodwill

d. Approving annual budget, audit reports, and other significant business matters

e. Partnering with the General Secretary and other directors to ensure that board decisions are
implemented while respecting the general secretary’s authority to manage the day-to-day
operations of the Secretariat

17. Perform other duties as assigned by the President or the Board

Board Terms/participation
There are 17 Rotary International directors who are elected to serve two-year terms. Directors are
expected to attend and participate in four board meetings annually, normally held at the World
Headquarters in Evanston, Illinois, USA or in the vicinity of the annual international convention
or the international assembly. Directors are also expected to attend an orientation program while
directors-elect, and attend up to two Board meetings as observers. Directors are not eligible to be
reelected. Directors serve without compensation.

Qualifications
A candidate for the office of director of RI shall have served a full term as a governor prior to
being proposed as a candidate (except where service for less than a full term may be determined
by the board to satisfy the intent of this provision) with at least three years of time having elapsed
since service as a governor. Such candidate shall also have attended at least two institutes and one
convention in the 36-month period prior to being proposed.
Rotary Code of Policies 152
June 2020

This is an extraordinary opportunity for an individual who is passionate about Rotary’s mission
and who has a track record of organizational leadership. Selected Board Members should have
achieved leadership stature in business, government, philanthropy, or the nonprofit sector. His/her
accomplishments will allow him/her to work collaboratively with other well-qualified, high-
performing board members.

Ideal candidates should have the following qualifications:

a) Professional experience with significant executive leadership accomplishments in business,

government, philanthropy, or the nonprofit sector

b) Commitment to and understanding of Rotary’s members and beneficiaries

c) Diplomatic skills and a natural affinity for cultivating relationships and building consensus
among diverse individuals

d) Personal qualities of integrity, credibility, and a passion for improving rotary

e) Knowledge of rotary international and the rotary foundation programs, finances, operations and
administration

f) Experience in serving on other governing bodies with specific focus on non-profit or charitable
aims

g) Strong collaboration and negotiation skills

h) Effective communication skills (both verbal and written)

i) Ability to translate the organizational vision into an effective action plan in the zone from which
the director is elected.

j) Ability to work collaboratively with predecessors and successors. (April 2020 Mtg., Bd. Dec.
129)

Source: April 2016 Mtg., Bd. Dec. 164; Amended by June 2017 Mtg., Bd. Dec. 149; June 2017 Mtg., Bd. Dec. 161; Amended by April 2020 Mtg.,
Bd. Dec. 129

28.050. Appeals of Board Action

In accordance with section 5.030. of the RI Bylaws, except when received within three months of
the next regularly scheduled Council on Legislation, action by the Board shall be subject only to
appeal through a ballot-by-mail submitted to the district Council representatives as follows.
(September 2016 Mtg., Bd. Dec. 28)

Source: June 2008 Mtg., Bd. Dec. 239; Amended by September 2016 Mtg., Bd. Dec. 28
Rotary Code of Policies 153
June 2020

28.050.1. Multiple Appeals

Where there are multiple appeals of the same decision, the club whose appeal is received
first by any office of the Secretariat shall be considered the appellant and all subsequent
appeals received shall be regarded as concurrences. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.050.2. Withdrawal of Appeal or Concurrence

An appeal that is later withdrawn will be considered invalid. A concurrence that is later
withdrawn by a club will not count toward the number of concurrences required. If the
withdrawal of a concurrence results in there not being sufficient concurrences, the appeal
will be considered invalid. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.050.3. Delivery of Appeal

Appeals and concurrences must be delivered in writing to the general secretary (or to one
of the Secretariat locations) and be received no later than the day of the deadline. (June
2008 Mtg., Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

28.050.4. Position Statements

Upon receipt of a valid appeal and concurrences, the appellant and RI Board will be
provided an opportunity to have a position statement sent out on their behalf. A deadline
for submitting such statements will be set by the general secretary such as to allow the
parties a reasonable amount of time to draft the position statements but also provide
sufficient time for the statements to be translated and copied for distribution. Statements
shall be limited to approximately 300 words. The first party to file an appeal shall be given
the first option to draft a statement in support of its appeal. If it declines, this option shall
pass to the second club to file the appeal, if any, and so on. The President may appoint a
board member or committee to act on behalf of the Board to draft the statement opposing
the appeal. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.050.5. Failure to Provide Position Statement

If the appellant fails to provide a statement by the deadline, the Board’s statement shall be
sent together with a statement indicating that both parties were given an opportunity to
provide position statements. (June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239

28.050.6. Ballot
Upon receipt of the position statements, but in any event within 90 days of receipt of the
appeal and concurrences, the general secretary shall prepare and mail a ballot in accordance
with RI Bylaws section 5.030. together with a notice that all ballots must be returned to the
general secretary at the world headquarters of the Secretariat within 45 days of mailing.
(June 2008 Mtg., Bd. Dec. 239)
Source: June 2008 Mtg., Bd. Dec. 239
Rotary Code of Policies 154
June 2020

28.050.7. Translation of Documents and Ballot

The general secretary shall provide translated versions of all position statements and ballots
in all the languages used by RI for essential club and district information. (June 2008 Mtg.,
Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

28.050.8. Voting Eligibility

The district council representatives eligible to vote pursuant to RI Bylaws section 5.030.
shall be the current representatives of the Council. If the district’s representative no longer
possesses the qualifications of voting members of the Council as set forth in the RI Bylaws,
then the current alternate representative will become the representative.

Where neither the representative nor the alternate representative are able to serve, the
governor shall appoint a Rotarian in the district who meets the qualifications for a Council
representative. (September 2016 Mtg., Bd. Dec. 28)

Source: June 2008 Mtg., Bd. Dec. 239; Amended by September 2016 Mtg., Bd. Dec. 28

28.050.9. Posting Ballot Information

Notice of the appeal and the position statements shall be posted to the governor extranet
site to allow governors to notify RI in the event that a representative does not receive the
notice or is no longer available to represent the district. (June 2008 Mtg., Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

28.050.10. Voting Rights

Each district is entitled to one vote. A majority of votes eligible to be cast is required to
overturn a board decision. (June 2008 Mtg., Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

28.050.11. Balloting Committee

A balloting committee shall be appointed by the President to meet at a designated time and
place to examine and count the ballots. Scanned ballots may be considered in lieu of the
actual ballots. The balloting committee shall certify its report of the results to the general
secretary within five days thereafter. (June 2008 Mtg., Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

28.050.12. Appeals to the Council on Legislation

The procedure for appeals required to be submitted to the next regularly scheduled meeting
of the Council on Legislation shall be adopted by the Council for such purposes. (June
2008 Mtg., Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

Rotary Code of Policies 155
June 2020

28.050.13. Other Issues

Any issues not covered by the appeals process outlined above shall be decided by the
President. (June 2008 Mtg., Bd. Dec. 239)

Source: June 2008 Mtg., Bd. Dec. 239

28.060. Partner Training and Attendance at Rotary Meetings

Partners of Directors must be informed of current developments in the international association,
including the operations of the Secretariat, and therefore, the general secretary is requested to
develop a program for directors’ partners who attend Board meetings in Evanston which includes,
but is not limited to, instructional sessions, seminars, public service programs, and presentations
from senior managers and other relevant staff as determined by the general secretary regarding
developments in Rotary programming, events, meetings and Secretariat operations, which
programs should constitute a substantial portion of the partner’s activities at such meetings. Where
such partner do not attend such sessions, the general secretary is requested to treat the travel
expenses of such partners as personal expenses. (June 2005 Mtg., Bd. Dec. 337)

Source: August 1999 Mtg., Bd. Dec. 52; Amended by June 2005 Mtg., Bd. Dec. 337

Cross References

57.120. Role of Paid Official Participants and Partners at the International Convention
59.030.1. Board of Directors Role at Council on Legislation

28.070. Relationship Between Directors and Governors

Directors represent all clubs in the administration of Rotary. Governors are under the general
supervision of only the Board. Directors are resources to district leaders. Governors may consult
informally with appropriate Directors about such matters as interpretation of Board action, serious
district or inter-district problems or possible future formal communication to the Board. (April
2020 Mtg., Bd. Dec. 129)

Source: February 1981 Mtg., Bd. Dec. 267; Amended by April 2020 Mtg., Bd. Dec. 129

28.080. Relationship Between Directors and Regional Leaders

Directors’ responsibilities to their regional leader team include but are not limited to:
‒ Identify and recommend eligible and effective candidates to serve in these roles (including any
necessary replacements), monitor individual regional leader performance towards goals and mentor
as appropriate
‒ Meet regularly with regional leader team(s) to develop and implement regional strategies in support
of Rotary’s Strategic Plan
‒ Encourage district leaders to use the regional leader team members at their events, to address
challenges, and help identify growth opportunities.
‒ Advise on regional leader assistant selection (April 2020 Mtg., Bd. Dec. 129)

Source: June 2018 Mtg., Bd. Dec. 172; Amended by April 2020 Mtg., Bd. Dec. 129
Rotary Code of Policies 156
June 2020

28.090. Conflict of Interest Policy

The RI Board has adopted a “Conflict of Interest Policy” for general officers and RI committee
members as follows:

I. Statement of Policy

A. No member of the Board of Directors of Rotary International or any member of an RI committee

shall use his or her position, or the knowledge gained therefrom, in such a manner that a conflict
between the interest of Rotary International and his or her personal interest arises.

B. Each Board member and RI committee member has a duty to place the interest of Rotary
International foremost in any dealings with the organization and has a continuing responsibility to
comply with the requirements of this policy.

C. The conduct of personal business between a member of the Board or of a committee and Rotary
International is prohibited.

D. Loans or indirect extensions of credit by Rotary International to a member of the Board or of

a committee are prohibited.

E. If a Board member or an RI committee member has an interest in a proposed transaction with

Rotary International in the form of any personal financial interest in the transaction or in any
organization involved in the transaction, or holds a position of trustee, director, or officer in any such
organization, he or she must make full disclosure of such interest to the President (or in the case of the
President, to the Executive Committee Chair) before any discussion or negotiation of such transaction.
If a director is aware that another director has an undisclosed potential conflict of interest in a
proposed transaction with Rotary International he or she must inform the President (or if the other
director is the President, to the Executive Committee Chair) as soon as possible. If an RI
committee member is aware that another RI committee member has an undisclosed potential
conflict of interest in a proposed transaction with Rotary International he or she must inform the
President as soon as possible.

F. Any member of the Board or of a committee who is aware that he or she has a potential conflict of
interest with respect to any matter coming before the Board or a committee shall not be present for any
discussion of or vote in connection with the matter. The existence and nature of the potential conflict
of interest shall be recorded in the minutes of the meeting.

G. Each member of the Board and RI committee member must disclose any family or business
relationship that he or she has with another member of the Board, Trustee of The Rotary
Foundation, key employees or highest compensated independent contractors of Rotary
International or The Rotary Foundation as those individuals or firms are identified annually by the
general secretary.

II. Disclosure

To implement this policy, Board members of Rotary International will submit annual reports on the
attached form entitled “Potential Conflict of Interest Statement” and, if not previously disclosed, will
make disclosure of all potential conflicts of interest prior to any relevant Board or committee action.
Rotary Code of Policies 157
June 2020

These reports will be reviewed by the Executive Committee, which will attempt to resolve any actual
or potential conflicts and, in the absence of resolution, refer the matter to the Board of Directors. A
potential conflict of interest will be deemed to exist upon an affirmative vote of a majority of the
directors voting in the decision. The director with the potential conflict of interest shall not be
present for the vote.

RI committee members will submit annual reports on a form entitled “Potential Conflict of Interest
Statement” and, if not previously disclosed, will make disclosure of all potential conflicts of interest
prior to any relevant committee action. These reports will be reviewed by the President, who will
attempt to resolve any actual or potential conflicts or take further action as appropriate. (May 2011
Mtg., Bd. Dec. 193)

Source: June 1997 Mtg., Bd. Dec. 403; November 2007 Mtg., Bd. Dec. 53; Amended by June 2005 Mtg., Bd. Dec. 272; January 2010 Mtg., Bd.
Dec. 117; May 2011 Mtg., Bd. Dec. 193

28.100. Code of Ethics

1. Directors will adhere to applicable laws and regulations in the conduct of Rotary business as
well as in their personal lives. As a corporate business entity, Rotary International is subject to
the laws of the various jurisdictions in which it conducts business. The Board should adhere to
applicable law in order to protect the assets and mission of the association. In addition, in
conducting their private lives, directors should adhere to applicable law in order to preserve and
protect the positive image of Rotary.

2. Directors will adhere to the provisions of RI’s constitutional documents. Board members have
a legal obligation to follow the provisions of RI’s constitutional documents. Moreover, these
documents embody the democratic will of Rotary’s membership as represented at the triennial
Council on Legislation. Through these documents the membership has established standards
expected of the Board. Adherence to their terms garners the trust of the membership and assures
that actions are taken consistent with members' expectations.

3. Directors will adhere to the provisions of the policies established by the Board as documented
in the Rotary Code of Policies. Over the years, the Board has established policies and procedures,
documented in the Rotary Code of Policies, to further the aims of the association as well as to
protect its mission. Many of these provisions are designed to assure good governance and promote
an ethical image. Adhering to these policies demonstrates a commitment to these ideals while
protecting the association.

4. Directors will serve for the benefit of Rotarians and the purposes of RI and will act
independently of any inappropriate influence in the best interests of Rotarians and RI. Directors
will follow the requirements of the Board’s Policy on Conflicts of Interest. Directors have a duty
of loyalty to RI. They should put the interests of the association first. The Board has adopted a
Conflicts of Interest Policy that is designed to preclude even the appearance of any impropriety as
to Board action. For this reason, Directors must refrain from accepting any offers, gifts, or favors
in exchange for influencing or taking a position on an item coming before the Board. This assures
continued confidence by Rotarians in their Board.

5. Directors will not utilize their office for personal prestige and/or benefit. With the authority
inherent in an office of importance comes access to special privileges not available to other
Rotary Code of Policies 158
June 2020

Rotarians. Taking advantage of such privilege distracts from critical responsibilities and calls into
question the commitment to the Objects of Rotary.

6. Directors will exercise due care in the diligent performance of their obligations to the
association. By law, directors have a duty of care to the association. Directors should perform
their responsibilities with such care, including reasonable inquiry, as ordinarily prudent persons in
like positions would use under similar circumstances. Directors should inform themselves, prior
to making a business decision, of all material information reasonably available to them.

7. Directors will take actions based on an essential fairness to all concerned. Directors are often
faced with decisions that will significantly impact various Rotarian groups and individuals. So as
to maintain the confidence of Rotarians that the Board acts fairly and in the best interests of the
association, Directors, in a manner consistent with the 4-Way Test, should weigh the potential
impact of their decisions and treat equally all persons who will be affected.

8. Directors will promote transparency of important financial information. Directors are the
stewards of the association acting on behalf of Rotary clubs and Rotarians. Rotarians have a right
to access accurate information regarding the financial condition of the association. Transparency
in financial operations encourages ethical behavior.

9. Directors will prohibit and restrict the disclosure, communication, and utilization of confidential
and proprietary information. In fulfilling their responsibilities as members of the Board, directors
necessarily have access to confidential and proprietary information. As part of their duty of loyalty,
directors should utilize this information only for intended purposes, never for personal ones, and
take precautions against accidental disclosure.

10. Directors will comply with expense reimbursement policies. The Board has adopted a policy
on the procedures for reimbursement of Rotary related expenditures. Following these procedures
ensures compliance with applicable laws and precludes the appearance of impropriety.

11. Directors will interact with RI and TRF staff in a professional and respectful manner and shall
understand and abide by Rotary International’s non-harassment policy. Directors come into
regular contact with RI and TRF staff. Maintaining a professional and harassment free work
environment is essential for staff to successfully perform their responsibilities in providing service
to Rotarians. Moreover, harassment in the workplace can put the assets of the organization at risk.
The general secretary has developed a policy for prevention of harassment in the workplace. What
constitutes acceptable interaction may vary among the different cultures represented on the Board
and in the Secretariat. The harassment policy provides guidance on what is proper interaction with
staff. Board members should be familiar with and adhere to the policy so as to avoid even
unintentional improper interaction.

12. Directors will adhere to this Code of Ethics, encourage other board members to do so as well
and report any suspected or potential violations to the general secretary or the President. The
efficacy of this Code of Ethics is dependent on compliance of the Board. By self-monitoring and
encouraging other Board members to comply with the Policy, the Board can assure that the goals
of the Policy will be accomplished. (September 2017 Mtg., Bd. Dec. 30)
Source: June 2005 Mtg., Bd. Dec. 272; Amended by September 2017 Mtg., Bd. Dec. 30
Rotary Code of Policies 159
June 2020

28.100.1. Implementation
The Code of Ethics shall be distributed to and reviewed with directors-elect as part of their
orientation session. It will also be provided to directors at least annually. Each director
will annually acknowledge that he has read the Code and understands and will comply with
his responsibilities hereunder. (April 2016 Mtg., Bd. Dec. 157)
Source: June 2005 Mtg., Bd. Dec. 272; Amended by April 2016 Mtg., Bd. Dec. 157

28.100.2. Interpretation and Enforcement

When made aware of a potential or alleged violation of the Code of Ethics, the general
secretary and the President will provide available details to the Executive Committee. The
Executive Committee will then obtain all relevant information and take such action as it
deems appropriate, including providing counsel to the alleged violator and providing
recommendations to the Board for corrective action. Only the Board may take disciplinary
action against a director, consistent with RI’s constitution and bylaws and the Rotary Code
of Policies. (June 2005 Mtg., Bd. Dec. 272)

Source: June 2005 Mtg., Bd. Dec. 272

28.110. Indemnification of RI Directors and Officers

The Board has adopted the following statement pursuant to its authority under Article 23 of the RI
Bylaws:

Rotary International shall indemnify all of its present and former directors and officers to the full
extent permitted by the Illinois General Not for Profit Corporation Act of 1986, or any successor
legislation adopted by the State of Illinois of the United States of America, the relevant
indemnification provisions of which act are hereby incorporated herein by reference. In addition,
Rotary International may, upon approval of the directors, indemnify any committee member or
agent of Rotary International to the full extent permitted under the said General Not for Profit
Corporation Act. Rotary International shall also cause to be purchased insurance for such
indemnification of its officers and directors to the full extent determined from time to time by the
directors of Rotary International. (March 2005 Mtg., Bd. Dec. 178)

Source: March 1997 Mtg., Bd. Dec. 206

Cross Reference

72.020. Liability Coverage for RI Directors and Officers


Rotary Code of Policies 160
June 2020

Article 29. Regional Leaders

29.010. Regional Leaders

29.020. Rotary Coordinators (RCs)
29.030. Rotary Public Image Coordinators (RPICs)

29.010. Regional Leaders

Regional leaders is the term used for the team of Regional Rotary Foundation Coordinator (RRFC), Rotary
Coordinator (RC), Rotary Public Image Coordinator (RPIC) and the Endowment/Major Gifts Adviser
(E/MGA) that works together in the districts they serve to improve membership, giving, program
participation, and public image. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.010.1. Teamwork
The regional leader team supports the interrelated priorities of Rotary’s strategic plan and goals
working under the direction of the RI Director with support from either a Trustee that resides in
the zones of that Director or from a Trustee within the greater geographical region.

All regional leaders and their assistants need to work together as a team to successfully serve their
districts. Regional leaders understand their role and the role of each member on their team. No
individual regional leader role is more important than another and none holds a more senior level
of Rotary office than any other regional leader. Each regional leader has individual
responsibilities, however, in order to be successful, their work intersects and supports the work of
the full team. Regional leaders approach their work collaboratively, identify team dysfunction,
and work together to overcome it, while continuously communicating. Working as a team,
regional leaders can better meet their goals and the needs of their districts.

The regional team is strongly encouraged to jointly:

--develop shared goals and visions for their districts and zones
--hold training events whenever possible in their geographic area of responsibility
--send communications to district leadership to facilitate better communication within the districts
and zone
--encourage positive change in the districts they serve. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.010.2. Coordinator Training

Newly-appointed coordinators attend a joint-training institute named “Regional Leaders Training
Institute,” (RLTI). RLTI is planned by a Moderator and two lead facilitators in consultation with
the general secretary. The RLTI Moderator is selected jointly by the Incoming Trustee Chair-
elect and the President-nominee. The Incoming Trustee Chair-elect and the President-nominee
each select one of the two RLTI lead facilitators. Candidate selections for the RLTI Moderator
and lead facilitator names are shared with the RI Board and TRF Trustees for review before
appointments are finalized.
Rotary Code of Policies 161
June 2020

Second and third year coordinators are provided continued training, learning, and skill-building
opportunities through a structured plan provided by the general secretary. (June 2018 Mtg., Bd.
Dec. 172)

Source: October 2015 Mtg., Bd. Dec. 34; January 2014 Mtg., Bd. Dec. 93; Amended by June 2018 Mtg., Bd. Dec. 172

29.010.3. Regional/District Trainings

Regional leaders organize, lead, and/or participate in trainings year-round. Training events should
be relevant and targeted for governors and other district leaders to use again at the club level.
Training events include:

 Regional Team Training – Assistants and others are trained before 1 July in this meeting
convened by the Director that will oversee the regional team in the coming Rotary year.
Incoming regional leaders work in close collaboration and communication with both the
current Director and the current regional leaders for all regional team training. E/MGAs are
encouraged to provide training to District Endowment/Major Gifts Subcommittee Chairs.
 Governors-elect Training (GETS) and Rotary Institutes – Serve as an introduction of regional
leaders as resources to district leaders and their district chairs. While not all regional leaders
may be invited to be on the official GETS training team, all regional leaders are encouraged
to attend GETS and Rotary Institutes to establish and strengthen relationships with district
leaders.
 Regional Seminars – Held in collaboration with other regional leaders to inspire Rotarians,
especially district leaders, with new information, resources, tools, and an opportunity to share
best practices.
 President-elect Training Seminar and other District Seminars –Regional leaders and their
teams should work with the governor and governor-elect to support the training of club
presidents-elect and other district leaders, including helping with training program and
curriculum development, and, if invited, providing training or participating in district training
events.
 On-line – Use of webinars, on-line meetings, teleconferences, and videoconferences is
strongly encouraged for the broadest reach and impact within clubs and districts. E-learning
resources on Rotary’s website are also effective tools for distance learning. (June 2018 Mtg.,
Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.010.4. Funding
Annual funding from available Rotary financial resources is provided to cover basic and necessary
business expenses incurred directly by regional leaders in carrying out their role responsibilities.
(June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.010.5. Evaluation
Regional Leaders’ progress towards reaching their goals is regularly reported to the general
secretary. Annually, regional leaders self-assess their performance in reaching outcomes,
conducting activities, improving their competencies, and their qualitative contributions. These
annual self-assessments are shared with RI Directors and Trustees for facilitating mentoring
Rotary Code of Policies 162
June 2020

opportunities. The general secretary consults with the Rotary President in the implementation of
an independent remediation process for low or under-performing regional leaders. (June 2018
Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.020. Rotary Coordinators (RCs)

RCs serve as a resource to districts for membership attraction and engagement, club-strengthening
strategies, new club creation, and promotion of Rotary programs for a term of three years, subject to annual
review. Each of the 34 zones has at least one regional leader team that is assigned to the districts within
the zone, zone section, or part of the zone. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.020.1. Purpose
The purpose of RCs is to proactively promote Rotary’s strategic plan by facilitating the support
and strengthening of existing clubs and the establishment of new clubs and satellite clubs. RCs
work in collaboration with the district structure to support and encourage Rotarians and clubs to
increase member attraction and engagement, develop new clubs and satellite clubs, and promote
participation in Rotary programs. RCs also inspire, motivate, train, advise, strategize,
communicate, and promote Rotary in the districts they serve. (June 2018 Mtg., Bd. Dec. 172)

Source: November 2009 Mtg., Bd. Dec. 79; Amended by October 2012 Mtg., Bd. Dec. 117June 2018 Mtg., Bd. Dec. 172

29.020.2. Qualifications
RCs must have the following experience before appointment:
--service as a past district governor
--expertise in membership attraction and engagement, new club creation, strategic planning, or
Rotary programs

Preference for RC candidates will be given to candidates with demonstrated:

--collaborative leadership styles
--training experience
--service as an Assistant RC and/or as a District Membership Chair

Due to the intensive nature of this role, RCs should not simultaneously hold other time-significant
Rotary appointments. To avoid role overlap, RCs should not concurrently serve as the District
Membership Committee Chair. (October 2018 Mtg., Bd. Dec. 34)

Source: June 2018 Mtg., Bd. Dec. 172; Amended by October 2018 Mtg., Bd. Dec. 34

29.020.3. Selection Process

The President-nominee annually appoints RCs based on recommendations of eligible candidates
from districts served by the team with the open position. Candidate recommendations are solicited
from current, immediate-past, and incoming Directors and Trustees along with regional leaders
serving in their last year. Candidate selections are shared with the RI Board and TRF Trustees
for review before appointments are finalized and announced. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

Rotary Code of Policies 163
June 2020

29.020.4. Role Responsibilities

RCs understand and effectively communicate Rotary’s:
--Strategic plan
--Annual goals and priorities
--Regionally appropriate membership attraction and engagement strategies
--New club and satellite club creation strategies
--Programs
--Focus on alumni importance

RCs lead by example locally and regionally by:

--Inviting at least one candidate to join their Rotary club each year
--Supporting effective member engagement activities in their Rotary club
--Effective use of Rotary’s online tools

RCs actively promote:

--Strong, dynamic, flexible and effective clubs
--Attraction of new members
--Engagement of current members
--New club and satellite club development
--Strategic planning at both the club and district level
--Adoption and use of Rotary’s online tools
--Participation in Rotary Programs
--Monitoring and responding to club, district and regional membership trends
--Club success stories
--Ways to strengthen alumni connection, engagement, and commitment to Rotary
--Nominations to Rotary Alumni Global Service Award and the Alumni Association of the Year
Award by all Rotarians

RCs, working with their assistants and in collaboration with their regional leader team, plan and
conduct the following training:
--Regional team training for their assistants
--Governors-elect Training Seminars. Those not invited to serve on the GETS training team, are
strongly encouraged to attend GETS to further deepen communication and collaboration with
governors-elect and district leadership.
--Regional and other district seminars as needed (October 2019 Mtg., Bd. Dec. 29)

Source: June 2018 Mtg., Bd. Dec. 172; Amended by October 2019 Mtg., Bd. Dec. 29

29.020.5. Primary Audience

RCs work in collaboration with district governors and the district structure to connect Rotarians
with resources that support Rotary’s goals, priorities, and strategic plan to help strengthen and
support clubs.

RCs work most closely with District Membership Committee Chairs to support membership
attraction and engagement strategies, new club and satellite club development, strategic planning,
and promotion of Rotary programs in the districts they serve. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

Rotary Code of Policies 164
June 2020

29.020.6. Key Network

Senior Leadership
RI Directors lead regional leader teams in reaching their goals within the districts they serve. RCs
are expected to regularly communicate, plan, collaborate, and cooperate with their RI Director
and either a Trustee who resides in the zones of that Director or within the greater geographical
region as appropriate, as well as with their fellow regional leaders.

Regional Leaders
RCs lead their assistants in collaboration and communication with their predecessor and successor
to promote member attraction and engagement and ensure continuity, consistency, and successful
knowledge management. Additionally, RCs plan, communicate and collaborate with their
regional leader team to have long-lasting impact in the districts they serve.

District Governors
RCs are a key resource to governors and their District Membership Committee Chairs to improve
membership attraction and engagement, strategic planning at the club and district levels, new club
and satellite club development strategy, and promotion of participation in Rotary programs. RCs
need district governors to actively promote them as a resource to their district chairs.

Assistant Rotary Coordinators

Rotary coordinators select their assistants, in consultation with their Director based on
demonstrated success and experience with regional membership attraction and engagement
strategies, new club and satellite club development, strategic planning, and Rotary programs.
Assistants are appointed annually, for up to three years to ensure maximum effectiveness in the
districts they serve, especially in relation to geographic coverage, functional expertise, and
language ability. Assistants should not serve concurrently with a significant regional or district-
level role. Assistants help the RC with education, motivation and training about membership,
strategic planning, and Rotary programs.

Candidates for assistant RCs must be vetted with the general secretary for compliance with Rotary
policy related to stewardship, youth protection, financial and other obligations before the
appointments are finalized. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.030. Rotary Public Image Coordinators (RPICs)

RPICs serve as a resource to districts to ensure that clubs have a positive public image at the local level.
They champion a consistent Rotary brand and visual identity and help identify impactful Rotary stories.
RPICs are appointed for a term of three years, subject to annual review. Each of the 34 zones has at least
one regional leader team that is assigned to the districts within the zone, zone section, or part of the zone.
(June 2018 Mtg., Bd. Dec. 172)

Source: January 2011 Mtg., Bd. Dec. 163; Amended by October 2013 Mtg., Bd. Dec. 64;June 2018 Mtg., Bd. Dec. 172
Rotary Code of Policies 165
June 2020

29.030.1. Purpose
The purpose of RPICs is to proactively promote Rotary’s strategic plan by helping to build the
capacity of clubs and districts to identify and effectively tell impactful stories that demonstrate
Rotarians as people of action to the public and within Rotary. RPICs also advise on local and
regionally-appropriate use of Rotary’s brand and public image campaign materials. RPICs work
in collaboration with the district structure to support and encourage clubs to have a robust media
and social media strategy, an up-to-date website, and an engaging online presence in their local
communities. As motivators, trainers, and advisors, RPICs work with districts to help them
understand how to effectively secure local media coverage and promote Rotary special events and
Rotary marketing in the districts they serve. (June 2018 Mtg., Bd. Dec. 172)

Source: January 2011 Mtg., Bd. Dec. 163; Amended by June 2018 Mtg., Bd. Dec. 172

29.030.2. Qualifications
RPICs must have the following experience before appointment:
--Expertise in public relations, marketing, advertising, media relations, or brand awareness and
development
--Familiarity with key leadership networks in their area

Preference for RPIC candidates will be given to candidates with demonstrated:

--collaborative leadership styles
--training experience
--familiarity with programs of Rotary and The Rotary Foundation
--service as an Assistant RPIC and/or as a District Public Image Chair

Due to the intensive nature of this role, RPICs should not simultaneously hold other time-intensive
Rotary appointments. To avoid role overlap, RPICs should not concurrently serve as a District
Public Image Chair. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.030.3. Selection Process

The President-nominee annually appoints RPICs based on recommendations of eligible
candidates from districts served by the team with the open position. Candidate recommendations
are solicited from current, immediate-past, and incoming Directors and Trustees along with
regional leaders serving in their last year. Candidate selections are shared with the RI Board and
TRF Trustees for review before appointments are finalized and announced. (June 2018 Mtg., Bd.
Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

29.030.4. Role Responsibilities

RPICs understand and effectively communicate Rotary’s:
--Strategic plan
--Annual goals and priorities
--Coordinated public image building activities in a regionally-appropriate manner
--Need for a consistent and unified Rotary brand and message
--Use of Rotary’s visual identity assets, including the Brand Center, etc.
--Value of Rotarians and alumni in telling Rotary’s story
Rotary Code of Policies 166
June 2020

RPICs lead by example, locally and regionally by:

--Championing Rotary’s public image campaigns in their own club
--Using Rotary’s online tools, including the Brand Center, to tell Rotary’s story
--Sharing examples of club and district successes and challenges in public image building to help
facilitate improvement
--Having a visible and vibrant traditional media and/or social media presence

RPICs actively promote:

--Engagement of clubs and districts in coordinated public image activities as part of strategic
planning
--Adoption and use of Rotary’s Brand Center and other on-line tools to tell Rotary’s story
--Adoption and use of Rotary’s brand and other visual identity assets
--Use of a consistent and unified Rotary message
--Clubs and districts telling stories about their community impact, by leveraging various
communication channels, including media relations, on-line, social and digital media, local
advocacy, community engagement events, thought leadership, speaking engagements,
marketing and advertising channels, etc.
--Well-maintained club and district websites
--The need for clubs and districts to have a robust social media presence
--Ways to highlight Rotarian and Rotary alumni stories
--Best practices for marketing Rotary special events and activities in local communities, such as
World Polio Day, etc.
--That all Rotarians may suggest annual candidates for the Rotary Alumni Global Service Award
and the Alumni Association of the Year Award

RPICs, working with their assistants and in collaboration with their regional leader team, plan and
conduct the following training:
--Regional team training for their assistants
--Governors-elect Training Seminars. Those not invited to serve on the GETS training team are
strongly encouraged to attend GETS to further deepen their communication and collaboration
with governors-elect and district leadership.
--Regional and other district seminars as needed (October 2019 Mtg., Bd. Dec. 29)

Source: June 2018 Mtg., Bd. Dec. 172; Amended by October 2019 Mtg., Bd. Dec. 29

29.030.5. Primary Audience

RPICs work in collaboration with district governors and the district structure to connect Rotarians
with resources that support Rotary’s goals, priorities, and strategic plan, with the aim of helping
districts and clubs effectively tell their stories to ensure a vibrant public image presence in their
communities.

RPICs work most closely with District Public Image Chairs in the districts they serve to support
public image efforts for all clubs. RPICs inspire, motivate, train, advise, strategize, communicate,
and promote Rotary’s public image programs and activities specifically to District Public Image
Chairs and where appropriate to other district leadership. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

Rotary Code of Policies 167
June 2020

29.030.6. Key Network

Senior Leadership
RI Directors lead regional leader teams in reaching their goals within the districts they serve.
RPICs are expected to regularly communicate, plan, collaborate, and cooperate with their RI
Director and either a Trustee that resides in the zones of that Director or within the greater
geographical region as appropriate, as well as with their fellow regional leaders.

Regional Leaders
RPICs lead their assistants in collaboration and communication with their predecessor and
successor to promote Rotary’s brand and ensure continuity, consistency, and successful
knowledge management. Additionally, RPICs plan, communicate and collaborate with their
regional leader team to have long-lasting impact in the districts they serve.

District Governors
RPICs are a key resource to governors and their District Public Image Committee Chairs to
improve the local image of Rotary in its communities around the world. RPICs need district
governors to actively promote them as a resource to their district chairs.

Assistant Rotary Public Image Coordinators

Rotary public image coordinators select their assistants, in consultation with their Director, based
on demonstrated success and experience with marketing, media, and/or public relations.
Assistants are appointed annually, for up to three years, to ensure maximum effectiveness in the
districts they serve, especially in relation to geographic coverage, functional expertise, and
language ability. Assistants should not serve concurrently with a significant regional or district-
level role. Assistants help the RPIC with education, motivation and training about the importance
of telling the Rotary’s story at the local level.

Candidates for assistant RPICs must be vetted with the general secretary for compliance with
Rotary policy related to stewardship, youth protection, financial and other obligations before the
appointments are finalized. (June 2018 Mtg., Bd. Dec. 172)

Source: June 2018 Mtg., Bd. Dec. 172

Rotary Code of Policies 168
June 2020

Article 30. Other Current and Past Officers of RI

30.010. President-elect
30.020. President-nominee
30.030. Vice-President
30.040. Treasurer
30.050. Definition of Past Officer of RI
30.060. Guidelines for Aides to RI Officers

30.010. President-elect

30.010.1. Duties
The president-elect of RI

1) should work closely and harmoniously with the president and president-nominee to
maintain the stability and continuity of the leadership of the president

2) should be prepared to accept assignments from the president, including participation in

as many Rotary institutes as feasible

3) has the responsibility to devote appropriate time and effort in preparing for his or her
year of leadership of the organization

4) moves into the president-elect’s office at the World Headquarters

5) shall be provided with appropriate financial and staff support

6) shall be responsible for the direction, planning and supervision of all aspects of the
International Assembly, including the assembly budget

7) shall assist in the preparation of the RI budget for the year he or she is president

8) shall serve as an ex-officio member of the Finance Committee of RI

9) meets with general secretary to begin the process of formal planning of his or her term
as president and begins work with members of the staff to carry out this planning

10) attends all Board meetings

11) shall develop goals in collaboration with the Trustee-chair-elect, to be reviewed and
approved by the Board at its first meeting in the year preceding his or her year as
president

12) begins planning his or her convention

a) meets with the general secretary to determine staff who are to assist with convention
planning
Rotary Code of Policies 169
June 2020

b) determines committee meeting dates for convention planning

c) may include in the International Assembly program specific directives for the
governors-elect to promote the convention in their year as governors

13) By careful appointment of a moderator, ensures that incoming district governors are
properly instructed at the International Assembly

14) excuses governor-elect attendance at the International Assembly

15) discusses with the Board which committees should continue to be appointed in his or
her year of office. (June 2017 Mtg., Bd. Dec. 195)

Source: November 1997 Mtg., Bd. Dec. 107. Amended by May 2000 Mtg., Bd. Dec. 412; November 2001 Mtg., Bd. Dec. 91; June
2002 Mtg., Bd. Dec. 245; May 2003 Mtg., Bd. Dec. 325; June 2005 Mtg., Bd. Dec. 284; June 2006 Mtg., Bd. Dec. 269; January 2011
Mtg., Bd. Dec. 127; September 2011 Mtg., Bd. Dec. 37; July 2016 Mtg., Bd. Dec. 13; June 2017 Mtg., Bd. Dec. 195. See also October
1993 Mtg., Bd.Dec. 48

30.010.2. Attendance at Institutes

The president-elect is encouraged to participate in some institutes each year in order to
enhance knowledge and experience of the world of Rotary, and to provide opportunities
for Rotary leaders at the zone level to gain greater knowledge and insight into the current
and future directions of Rotary. It is, however, recognized that, given the president-elect’s
many duties and commitments, the president-elect may only be able to attend portions of
institutes. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1996 Mtg., Bd. Dec. 290

30.010.3. Advance Committee Meetings

To prepare for the ensuing year, to effect a smooth transition from one president to another
and to enhance the continuity of one Rotary year with the next, the president-elect may
schedule committees which are to function during the next Rotary year to meet up to three
months in advance of that year, which will allow for advance planning. Such meetings
should not interfere in any way with the current year’s programs and meetings. Given the
significant lead time required to coordinate planning for international assemblies and
conventions, committee meetings related to planning these meetings may be scheduled by
the president-nominee and president-elect at any time in the year. (July 2011 Mtg., Bd.
Dec. 13)

Source: July 1991 Mtg., Bd. Dec. 12; November 1997 Mtg., Bd. Dec. 109; June 2010 Mtg., Bd. Dec. 262; Amended by July 2011
Mtg., Bd. Dec. 13

30.010.4. President-elect’s Travel Expenses

In all instances where payment is authorized for the expenses of the president-elect and
partner and the president-elect has no partner, payment shall be authorized for an adult
member of the president-elect’s family at the discretion of the president-elect. (May 2003
Mtg., Bd. Dec. 325)

Source: April 1991 Mtg., Bd. Dec. 10

Rotary Code of Policies 170
June 2020

30.010.5. Appointment of Vice-President and Treasurer

Prior to appointing the vice-president and treasurer for the ensuing year, the president-elect
shall consult privately with individual directors regarding the selection. The vice-president
and treasurer of the Board shall be selected from those individuals currently serving as
first-year directors. (February 2002 Mtg., Bd. Dec.164)

Source: November 2001 Mtg., Bd. Dec. 52

Cross References

19.040.4. Governor-elect Attendance at International Assembly

27.060. Annual Theme and Goals

30.020. President-nominee

30.020.1. Office Space

The president-nominee shall be provided with office space at Secretariat Headquarters, the
International Assembly, and International Convention (February 2004 Mtg., Bd. Dec. 189)

Source: July 1997 Mtg., Bd. Dec. 25; Amended by February 2004 Mtg., Bd. Dec. 189

30.020.2. President-nominee Expenses

Expenses of the president-nominee shall be paid by RI in accordance with the RI Travel
and Expense Policy to attend meetings of the Board, the International Assembly, the RI
convention and the Council on Legislation. (January 2016 Mtg., Bd. Dec. 104)

Source: January 1961 Mtg., Bd. Dec. 179; Amended by July 2010 Mtg., Bd. Dec. 9; January 2016 Mtg., Bd. Dec. 104

30.030. Vice-President
The vice-president shall

1) perform such assignments as may be requested by the president

2) keep informed of major aspects of the office of president in preparation to assume the office

3) assume chairmanship of the Board at any time by request of the president or in the event the
president is unable for any reason to serve

4) assist the president in Board meetings as directed by the president

5) inform the president about the vice-president’s whereabouts at all times including how the vice-
president can be reached

6) serve at the International Convention in such roles as may be determined by the president. (June
1998 Mtg., Bd. Dec. 348)

Source: October-November 1981 Mtg., Bd. Dec. 72

Rotary Code of Policies 171
June 2020

30.040. Treasurer

30.040.1. Convention Report

The Treasurer shall provide a report to the convention, noting that a) the auditor’s report
cannot be made until after the close of the RI fiscal year; b) a copy of the auditor’s
condensed report will be sent to each club; and c) additional copies will be available
through the Secretariat. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1954 Mtg., Bd. Dec. 129

30.040.2. Reports to the Board

The Treasurer shall report on the status of finances at all Board meetings. (August 2000
Mtg., Bd. Dec. 43)

Source: October-November 1980 Mtg., Bd. Dec. 248; May 2000 Mtg., Bd. Dec. 445

30.050. Definition of Past Officer of RI

Terms such as “past president,” “past director,” and “past governor” identify those who have
served full terms in those offices except where the RI Board has, on the merits of individual cases,
decided that something less than a full term may be deemed to have been a full term for purposes
of these definitions and for purposes of qualifying to hold higher office in RI under provisions of
the RI Bylaws.

In certain circumstances, the Board may determine that a past officer will no longer be considered
to be a past officer of Rotary International. The grounds for such a determination may include,
but are not limited to, a finding that the past officer has been involved in criminal activity, financial
malfeasance, fraud, harassment, election interference, lawsuits against Rotary, its officers or clubs,
has acted in a manner inconsistent with the Rotary Code of Conduct, or has engaged in any other
action or activity that the Board considers to be inconsistent with the standard of conduct the Board
considers to be appropriate for a past officer.

Prior to submission for consideration, the matter must have been reviewed at the appropriate
Rotary club, district or zone level, consistent with Rotary policies, with the findings presented to
the Board.

In reaching its determination, the Board may rely upon findings of the appropriate local (club,
district, and zone) entity that are documented and presented to the Board by a director or general
secretary. (October 2019 Mtg., Bd. Dec. 34)

Source: April-May 1978 Mtg., Bd. Dec. 327; Amended by October 2019 Mtg., Bd. Dec. 34

30.060. Guidelines for Aides to RI Officers

The RI Board has adopted “Guidelines for Aides to RI Officers.” RI presidents, Directors, or
Foundation Trustees may develop guidelines that are specific to their special travel needs and that
vary from these guidelines.
Rotary Code of Policies 172
June 2020

The duties will vary depending on the duration of the stay and the type of activities planned. The
overall responsibility is to be sure that the officer is comfortable, arrives on time for all events, and
enjoys the visit.

The following guidelines are to be followed by the aide(s):

1. Before arrival, the aide’s responsibilities are to:

a. Send information to the officer giving details about himself/herself, such as contact
information and name of partner and photos, if possible
b. Inform officer of any special dress obligations (formal wear, etc.) during the time of the
visit; ask for any specific requests from officer
c. Send the officer, or confirm that event organizers have sent, complete program for the entire
time of the visit, including information on all presentations or speeches the officer will be
expected to make and any other commitments, visits or activities in which he/she will be
expected to participate, as well as general background on the host club(s) and/or district(s)
d. Have information on hand as to medical help (hospital, doctor, dentist) for emergencies;
e. Inquire about any special accommodation needs or preferences the officer may have (type
of beds, smoking/non-smoking, etc.) and any dietary restrictions or allergies
f. Check hotel arrangements
1) Pre-register officer (and partner, if appropriate)
2) Have key to deliver to the officer personally
3) Check room to make sure that it is ready for occupancy
4) Check billing instructions, so there are no problems with checkout. Be sure that
arrangements for payment are clear. If the officer is expected to pay directly, be
sure the officer is aware of this prior to check-in. Review the hotel bill on behalf
of the officer.
g. If there are registration materials and/or badges for the event, secure that material in advance
and check to be sure names are spelled correctly and that all necessary material and
information is included in the materials.

2. During the officer’s stay, the aide’s responsibilities are to:

a. Meet the officer at the airport (or other point of arrival), assist with baggage as needed and
provide transportation, as needed, throughout the visit
b. Be sure the officer knows how to contact you at all times during his/her stay
c. Be sure the officer knows the exact time he/she is to be picked up for any activity
d. Escort the officer and his/her partner to each activity and stay with them at the activity. If
possible, know the seating arrangements in advance and have your seats as close to them
as possible
e. Introduce the officer to other participants and provide as many opportunities as possible for
the officer to interact with other Rotarians and guests. However, it may also be necessary
to be available to help move the officer through a crowd or prevent one person from
monopolizing the officer
f. Be attentive to any need of officer and partner during the activity; be protective and helpful,
but not overbearing or intrusive
Rotary Code of Policies 173
June 2020

g. Handle any gifts or literature the officer may receive. If possible, make sure a business card
is attached to these items. If necessary, send gifts to the officer's home or office following
the event. Please also send a list of the gifts received with the complete name and address
of the giver
h. Keep the event organizer(s) informed about any needs or desires of the officer
i. Do not plan any activities other than those already planned by the coordinator of the event,
unless specifically asked to do so by the officer
j. Be ready for the unexpected; to the extent possible, anticipate situations; do not be afraid to
ask officer what her/his wishes are
k. Be prepared to carry out various "ad hoc" responsibilities. For example, you may be called
upon to serve as "photographer" for those wishing to have photos taken with the officer.

3. Following the event, the aide’s responsibilities are to:

a. Provide (or arrange) transportation back to the airport (or other point of departure) for the
officer and partner, including assistance with baggage
b. If needed, ship large gifts or mementos to the officer. (April 2016 Mtg., Bd. Dec. 157)

Source: October 2003 Mtg., Bd. Dec. 60; Amended by April 2016 Mtg., Bd. Dec. 157

30.060.1. Guidelines for the Selection of Aides to RI Officers

The RI Board has adopted “Guidelines for the Selection of Aides to RI Officers.” RI
presidents, Directors, or Foundation Trustees may develop guidelines that are specific to
their special travel needs and that vary from these guidelines.

The role of the aide to the RI president or other RI officer is to provide assistance and
information to the officer before, during and after the visit of the officer. The selection of
the aide should be based on the ability of the individual(s) to fulfill the responsibilities of the
assignment. Please take the following guidelines into consideration when appointing a
Rotarian to serve as the aide to a visiting RI officer.

The aide must

1. be a knowledgeable and experienced Rotarian, preferably a past district governor or
past director, with an understanding of Rotary protocol, and be well-versed in host
club/district activities and information;
2. be available to the officer throughout the visit/event;
3. have the stamina to maintain the demanding schedule of the event;
4. be well organized, punctual and patient;
5. be fluent in the language of the officer and able to provide interpretation if the officer
is not conversant in the language used in the host area;
6. provide/arrange transportation for the officer, if needed;
7. be fully informed on the officer's schedule and needs;
8. be able to carry out all duties outlined in the "Guidelines for Aides to Rotary
International Officer." (April 2016 Mtg., Bd. Dec. 157)

Source: October 2003 Mtg., Bd. Dec. 60; Amended by April 2016 Mtg., Bd. Dec. 157


Rotary Code of Policies 174
June 2020

Article 31. RI Committees

31.010. Purpose of Committees

31.020. Types of Committees
31.030. Meetings of Committees
31.040. Committee Appointments
31.050. Liaison Directors to Committees
31.060. Executive Committee
31.065. Standing Board Committees
31.070. Finance Committee
31.075. Operations Review Committee
31.080. Audit Committee Charter
31.090. Strategic Planning Committee
31.100. Membership Committee
31.110. Committee Reports
31.120. Committee Finances

31.010. Purpose of Committees

There should be a variety of committees, work groups, and similar action-oriented groups to
address particular needs, obtain certain information, carry out specific tasks, or implement a
definite Board policy within a set time. (January 2011 Mtg., Bd. Dec. 137)

Source: October 1993 Mtg., Bd. Dec. 48; Amended by November 2007 Mtg., Bd. Dec. 32; January 2011 Mtg., Bd. Dec. 137

31.010.1. Advisory Role of Committees

Committees are, by their nature, solely advisory to the RI Board with no administrative
function, except as their prescribed terms of reference may otherwise provide. RI
committee chairs and members shall not approach other organizations on behalf of Rotary
International to seek cooperative relationships or funding. RI committee chairs and
members shall not organize or conduct regional or international meetings on behalf of
Rotary International without written authorization from the president. (January 2011 Mtg.,
Bd. Dec. 137)

Source: January 1975 Mtg., Bd. Dec. 61; March 2005 Mtg., Bd. Dec. 206; Amended by November 2007 Mtg., Bd. Dec. 32; January
2011 Mtg., Bd. Dec. 137

31.020. Types of Committees

Following are three types of RI committees:

31.020.1. Standing Committees

A "Standing Committee" is a committee mandated in Article 17 of the RI Bylaws.

31.010.2. Creation of New Committees

Decisions creating a new committee or task force lasting beyond the current Rotary year
must identify the following at the time of adoption:
Rotary Code of Policies 175
June 2020

a. a defined trial and evaluation period of not more than four years.

b. anticipated impact on Rotary’s resources for the duration of the trial and evaluation
period.

c. criteria by which the success or failure of the committee or task force will be measured.

d. dates for interim evaluations and reports to the Board.

e. date of the final evaluation, following which the Board may adopt it as an on-going
committee or task force, terminate the committee or task force, or extend the trial and
evaluation period as needed.

If the Board does not adopt or extend the committee or task force, it will terminate at the
end of the trial and evaluation period. (October 2019 Mtg., Bd. Dec. 29)

Source: April 2019 Mtg., Bd. Dec. 142

31.020.3. Ad Hoc Committees

An "Ad Hoc Committee" is a non-mandatory committee established by the RI Board that
shall continue in existence until its tasks are completed.

31.020.4. Special Committees

A "Special Committee" is a non-mandatory committee that shall continue in existence until
the end of each Rotary year in which it is appointed. (January 2012 Mtg., Bd. Dec. 158)

Source: November 1999 Mtg., Bd. Dec. 160; January 2012 Mtg., Bd. Dec. 158

31.030. Meetings of Committees

Except as may be otherwise provided for in the RI Bylaws, or by specific action of the Board -
such as in a committee’s terms of reference - each committee of RI shall meet at such times and
place as may be authorized and designated by the President.

Committees referenced in Article 17 of the RI Bylaws should not meet during the month of July,
the first two weeks of August, and from the fourth Thursday in November through the end of
December. RI presidents are requested to authorize committee meetings at times that are in
accordance with this decision. (October 2018 Mtg., Bd. Dec. 34)

Source: May-June 1947 Mtg., Bd. Dec. 269; Amended by May 2003 Mtg., Bd. Dec. 325; April 2016 Mtg., Bd. Dec. 157; July 2018 Mtg., Bd. Dec.
14

31.030.1. Venues for Committee Meetings

Meetings of RI committees shall normally be held at the World Headquarters. However,
the president may authorize a committee to hold a meeting elsewhere. (May 2003 Mtg.,
Bd. Dec. 325)

Source: January 1946 Mtg., Bd. Dec. 77; Amended by May 2003 Mtg., Bd. Dec. 325
Rotary Code of Policies 176
June 2020

31.030.2. Meetings by Correspondence

When a committee meets by correspondence, the report of such committee must be
circulated to the entire committee, including the liaison director, if there is one. A majority
of members must agree to the report before such report is forwarded to the Board for
consideration. (November 2005 Mtg., Bd. Dec. 38)
Source: June 2005 Mtg., Bd. Dec. 286

31.030.3. Scheduling Meetings Prior to or during Meetings of the Trustees

The president is requested to avoid scheduling any RI meetings during the week preceding
the full meetings of the Trustees in October and April, and to avoid scheduling any Rotary
institutes during the weekend preceding the full meeting of the Trustees in October.

RI committees with trustee members or liaisons shall not meet at the same time as Trustee
meetings. (January 2020 Mtg., Bd. Dec. 85)
Source: October 2013 Mtg., Bd. Dec. 25; October 2019 Mtg., Bd. Dec. 32

31.030.4. Committee Member Orientation

Committee orientation shall be provided annually to members, advisers, and director and
trustee liaisons of RI committees under the joint direction of the committee chair and staff
liaison. This orientation may be in-person on the first day of the committee’s first meeting
of the year, or may be delivered electronically by teleconference, webinar, or other
electronic means. The orientation program should include the following:

 History of the subject area

 Terms of reference, scope of the committee’s work and committee goals for the year
 Copies of committee minutes for the two preceding Rotary years
 Summary of key recent Board decisions affecting the committee’s work
 Expectations for committee members
 Expected time commitment
 Resources available to the committee
 Format of committee meetings
 Brief biographies of all committee members and key staff
 Standard of Conduct for Interactions with Secretariat Staff (September 2016 Mtg., Bd.
Dec. 36)

Source: September 2016 Mtg., Bd. Dec. 36

31.030.5. Attendance of Incoming Members at Committee Meetings

The Board recommends, at the committee chair’s discretion, in consultation with the
general secretary, that incoming members of committees with meetings planned in the
second half of the Rotary year be invited to the committee’s last meeting of the year.
(January 2018 Mtg., Bd. Dec. 73)
Source: September 2017 Mtg., Bd. Dec. 26

Cross References

27.010.5. Meetings and Visits on Date of Meeting of the Nominating Committee for President
Rotary Code of Policies 177
June 2020

31.040. Committee Appointments

31.040.1. President’s Appointments

All appointments shall be made by the president, with the exception of appointments made
by others pursuant to the constitutional documents of RI, the Foundation Bylaws, or
decisions of the Board. In addition, all volunteer appointments, regardless of the person
making the appointment, should be made only after consultation with the president. When
naming past RI officers to serve in volunteer positions, the president shall consult with the
Directors in the areas from which such appointments are made. The president and members
of the Board are strongly encouraged to consult with each other on such appointments and
to offer advice and assistance whenever possible. (March 2005 Mtg., Bd. Dec. 178)

Source: November 1976 Mtg., Bd. Dec. 108; June 1995 Mtg., Bd. Dec. 220

31.040.2. President-elect’s Appointments

The RI president-elect shall make appointments which become effective during the
president-elect’s presidency. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1995 Mtg., Bd. Dec. 220

31.040.3. Multi-Year Appointments

For appointments which become effective in one Rotary year and continue into one or more
subsequent years, the president should consult with the successor(s) before making such
appointments. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1995 Mtg., Bd. Dec. 220

31.040.4. Committee Member Selection

In order to comply with RI Bylaws sections 17.010. and 17.080., the president-elect shall
submit the proposed committee structure for the following year to the Board for review at
its second meeting.

When submitting the proposed committee structure for the following year to the Board at
its second meeting, the president-elect is requested to include for each proposed committee:
a) the name of the committee,
b) the number of committee members,
c) the committee’s terms of reference
d) the number of times the committee will meet.

RI Committees Selection Task Force

Rotary shall have a committee selection task force comprising no more than six past and
current directors that shall recruit and suggest candidates for RI committees identified by
the president-nominee for selection and appointment in his or her president-elect year. The
task force shall provide a list of no less than three candidates for each open committee
position to the president-elect for consideration.

Committee Member Recruitment

The general secretary, under the direction of the committee selection task force, shall utilize
Rotary’s communication outlets to advertise open committee positions to recruit a pool of
Rotary Code of Policies 178
June 2020

highly qualified candidates diverse in age, gender, and geographical location. The
advertisement shall identify key responsibilities and experiences required for the position.
The application process shall be completed as a self-nominating process or individuals may
nominate others. Each candidate can only apply for one committee, however applicants
are not precluded from being nominated by other individuals for the same or other
committees. Current and incoming RI officers are encouraged to promote this application
process to Rotarians in their respective regions, and the general secretary and current
members of committees involved in the application are encouraged to nominate qualified
candidates for consideration. Current committee members eligible for reappointment
should also be encouraged to apply for reappointment. This recruitment process is not
intended to solicit preferred committee appointments for incoming or current RI directors
and TRF trustees.

Committee Member Selection

Rotary recognizes the value of representation on committees of the diverse range of
perspectives in Rotary membership. The committee selection task force is encouraged to
identify candidates for suggestion to the president-elect that reflect the internationality of
Rotary, considering age, gender, ethnicity, expertise, geographic area, and other criteria.

The general secretary will evaluate candidates to ensure that the most qualified candidates
are presented to the task force for consideration with the technical skills or professional
expertise needed for each of the assignments. Current chairs of committees involved in
the application are encouraged to participate in the evaluation of candidates for
presentation to the task force. (April 2018 Mtg., Bd. Dec. 136)
Source: August 1999 Mtg., Bd. Dec. 44; November 1999 Mtg., Bd. Dec. 208; January 2011 Mtg., Bd. Dec. 123; Amended by June
2007 Mtg., Bd. Dec. 226; January 2012 Mtg., Bd. Dec. 158; May 2015 Mtg., Bd. Dec. 176; October 2015 Mtg., Bd. Dec. 37; April 2018
Mtg., Bd. Dec. 136

31.040.5. Committee Evaluation

An evaluation tool shall be made available to RI and joint committees. In addition,
customized assessments may be developed by the general secretary in consultation with
committee chairs to address specialized performance expectations specific to each
member’s participation and the committee’s terms of reference and stated purpose.

The committee evaluation process should inform the committee selection task force on
opportunities for improving committee results along with information for future decisions
related to removal or reappointment of members. (April 2018 Mtg., Bd. Dec. 136)

Source: May 2015 Mtg., Bd. Dec. 176; October 2015 Mtg., Bd. Dec. 37; Amended by April 2018 Mtg., Bd. Dec. 136

31.040.6. Appointments of Rotarians with Financial Obligations to RI

Any Rotarian who has been notified by the general secretary that he or she has a financial
obligation to RI or TRF in excess of US$100 that has been outstanding for more than 90
days

a) shall be ineligible for any Rotary appointments or assignments that require the approval
of the Board until these obligations have been met to the satisfaction of the general
secretary.
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b) shall be ineligible to have any payments made on their behalf by RI or TRF or to receive
reimbursement for expenses incurred on RI or TRF business until such financial obligation
has been repaid.

It is recommended that those Rotarians who have an outstanding financial obligation to RI

in excess of US$100 for more than 90 days, not receive any RI presidential appointments
or assignments, or any Rotary Foundation appointments or assignments, until all
outstanding financial obligations have been resolved to the satisfaction of the Board. It is
also recommended that a Rotarian who has outstanding financial obligations in excess of
US$100 for more than 180 days be removed from any current appointment or assignment
by the responsible appointer. (June 2009 Mtg., Bd. Dec. 277)
Source: June 2002 Mtg., Bd. Dec. 296; February 2004 Mtg., Bd. Dec. 218. Amended by November 2002 Mtg., Bd. Dec. 168; May
2003 Mtg., Bd. Dec. 422; June 2005 Mtg., Bd. Dec. 336; June 2007 Mtg., Bd. Dec. 226; June 2009 Mtg., Bd. Dec. 277

31.040.7. Honorary Members Serving on Committees

Any honorary member of a Rotary club shall not serve on district or Rotary International
committees, by virtue of that honorary membership, regardless of past club, district, or RI
offices held by the honorary member. (February 2000 Mtg., Bd. Dec. 298)
Source: November 1999 Mtg., Bd. Dec. 134

31.040.8. Advisers to Committees

Adviser(s) may be appointed to a committee on an exception basis, provided that any
adviser(s) be approved by the RI Board. An adviser should provide subject matter expertise
and/or geographic representation needed on the committee. RI presidents should consider
appointing Rotaractors as advisers to any RI committee.

A two-thirds vote of the Board is required to add an adviser to a committee.

The president’s budget shall cover any additional costs of advisers. (January 2020 Mtg.,
Bd. Dec. 85)

Source: October 2019 Mtg., Bd. Dec. 37; October 2019 Mtg., Bd. Dec. 57

31.050. Liaison Directors to Committees

The president’s appointment of a Board member to serve as liaison director to a particular RI
committee provides a necessary channel of communication between the Board and the committees.
Thus, when the president deems it advisable, the liaison director should attend the appropriate
committee meetings. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321

31.050.1. Involvement in Meetings

There shall be only one liaison director assigned to a particular committee. When
authorized by the president, the liaison director shall attend the meeting of the committee
strictly in the capacity of a liaison and generally, as an observer. The liaison director shall
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ensure that the deliberations and recommendations of the committee fully comply with the
committee’s terms of reference. (April 2016 Mtg., Bd. Dec. 157)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321; April 2016 Mtg., Bd. Dec. 157. See also
November 1996 Mtg., Bd. Dec. 66

31.050.2. Committee Reports

Liaison Directors shall present the committee report to the Board. The liaison director may
be expected to communicate the committee’s thinking and deliberations as contained in the
formal written report or as otherwise known in the capacity as liaison director. (June 1998
Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321

31.050.3. Liaison Directors’ Expenses

Appropriation shall be made in the annual RI budget to cover all expenses of the liaison
director in traveling to and from the committee meetings. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1968 Mtg., Bd. Dec. 96. Amended by May-June 1983 Mtg., Bd. Dec. 321

31.050.4. Director and Trustee Liaisons to Committees

The RI president and the chair of the Trustees should consider appointing both a liaison
director and a liaison trustee to all committees of mutual interest to Rotary International
and The Rotary Foundation. (April 2016 Mtg., Bd. Dec. 157)
Source: February 2003 Mtg., Bd. Dec. 201

31.050.5. Executive Committee Chair as Liaison to the Operations Review Committee

Future presidents are requested to appoint the Executive Committee chair to serve as the
Board’s liaison to the Operations Review Committee. (October 2014 Mtg., Bd. Dec. 38)
Source: May 2014 Mtg., Bd. Dec. 117

31.060. Executive Committee

31.060.1. Membership on the Executive Committee

The Board, in accordance with RI Bylaws section 5.070., may appoint an Executive
Committee on an annual basis. The Board has authorized the president to appoint the
members of the Executive Committee and its chair, such membership to include the
president, president-elect, vice-president, and treasurer. (April 2016 Mtg., Bd. Dec. 157)

Source: June 2013 Mtg., Bd. Dec. 197; Amended by April 2016 Mtg., Bd. Dec. 157

31.060.2. Meetings of the Executive Committee

To give the Board more time to consider matters of major importance in the advancement
of the program of RI and the successful administration of RI, the Executive Committee is
authorized and directed to meet in advance of each regular meeting of the Board to consider
and make decisions on behalf of the Board on all items on the agenda within the terms of
reference of the Executive Committee. (June 2004 Mtg., Bd. Dec. 236)
Source: May-June 1947 Mtg., Bd. Dec. 270; Amended by June 2004 Mtg., Bd. Dec. 236
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31.060.3. Petitions to the Board

As part of the operating procedures for the Board, the Executive Committee shall consider
all petitions to the Board together with suggested responses and refer to the Board those
deemed necessary for Board attention. Petitions to the Board (and responses wherever
possible) shall be provided to all Board members. Any director may request that a petition
to the Board be considered by the full Board. (September 2011 Mtg., Bd. Dec. 34)

Source: October-November 1986 Mtg., Bd. Dec. 108; July 2003 Mtg., Bd. Dec. 7; Amended by June 2009 Mtg., Bd. Dec. 217; May
2011 Mtg., Bd. Dec. 191

31.060.4. Terms of Reference for the Executive Committee

The Board, in accordance with the RI Bylaws, has prescribed the following terms of
reference under which the Executive Committee shall function:

a) Make decisions on behalf of the Board where the policy of the Board or of RI has been
established or where an emergency exists, or as otherwise may be determined by the Board.

b) Make decisions when necessary relative to expenditures for which appropriations have
been made by the Board and make emergency appropriations necessary to implement
action taken by the Board.

c) Make appropriations, from funds not otherwise appropriated, of such additional

amounts as may be recognizable as emergency requirements.

d) Explore matters requiring the attention of the Board and offer recommendations
thereon to the Board and, when appropriate, refer a Board agenda item to the
appropriate Board committee when the matter is outside the terms of reference of the
Executive Committee.

e) Review reports of committees and, when necessary, take action upon matters contained
therein subject to the provisions in item a) of these terms of reference.

f) Evaluate the performance of the general secretary annually and report its findings to
the board;

The Executive Committee will conduct its annual evaluation of the general secretary at
an in-person meeting before the last Board meeting of the year. The following steps
will be taken in the evaluation process:

1. No later than 30 days prior to the last Board meeting of the Rotary year, the general
secretary will present to the RI president and chair of the Executive Committee a
written summary and analysis of progress made in advancing Rotary for the year.

2. The chair of the Executive Committee will provide a copy of the general secretary’s
report to all members of the Executive Committee and to the chair of The Rotary
Foundation. The chair of the Executive Committee will request that any comments
be sent to him or her no later than 15 days prior to the Board meeting.
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June 2020

3. At its meeting before the last Board meeting, the Executive Committee will meet
with the general secretary to conduct its annual review. Following this meeting, a
written report of the Committee’s findings will be submitted to the full Board, the
Trustee chair, and to the general secretary. The members of the following year’s
Executive Committee and the Trustee chair, or another trustee designated by the
chair, should be invited to attend this meeting as observers. As part of its annual
review, the Executive Committee will review and evaluate the compensation of the
general secretary, and will approve any adjustments that it is authorized to make
under general secretary’s employment contract. Any adjustments or modifications
to compensation or benefits for the general secretary outside of the employment
contract must be approved by the Board.

g) Act as a personnel committee for the Board in all matters relating to the staff and their
organization within the Secretariat of RI and as such to

1. Approve of any decision made by the general secretary relative to the hiring or
termination of the individual holding the position of general counsel.

2. In consultation with the Audit Committee, approve of any decision made by the
general secretary relative to the hiring or termination of the individual holding the
position of internal audit manager.

3. Approve of any decision made by the general secretary relative to the hiring of an
individual to hold the position of assistant or associate or deputy general secretary
and any general manager, provided that the general secretary shall also consult the
chair of the Foundation Trustees if such action applies to any general manager
assigned to work full time for The Rotary Foundation of RI.

4. Review annually Rotary’s employee compensation strategy as recommended by the

Operations Review Committee.

5. Approve, on the recommendation of the general secretary, the compensation to be

paid to all general managers.

6. Review annually compensation paid to “disqualified persons” of RI to determine

whether such compensation is reasonable under the circumstances. Disqualified
persons include any person, with respect to any transaction, who is in a position to
exercise substantial influence over the affairs of the organization within five years
prior to the date of the transaction. Disqualified persons include president,
president-elect, general secretary, deputy general secretary, all general managers,
and chief investment officer.

7. Review and approve the level of proposed cost of living adjustments, compensation,
and benefit improvements for the employees of the Secretariat.
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8. Review, on the recommendation of the Director of Global People & Talent, issues
of harassment of a member of staff by a volunteer. (April 2020 Mtg., Bd. Dec.
131)

Source: June 1932 Mtg., Bd. Dec. III-(r); July 1934 Mtg., Bd. Dec. 11; July 1967 Mtg., Bd. Dec. 16; July 1972 Mtg., Bd. Dec. 15; July
1977 Mtg., Bd. Dec. 12; July 1986 Mtg., Bd. Dec. 13; July 1987 Mtg., Bd. Dec. 8; July 1991 Mtg., Bd. Dec. 5; July 1992 Mtg., Bd. Dec.
7; Amended by August 1999 Mtg., Bd. Dec. 45; August 1999 Mtg., Bd. Dec. 49; July 2000 Mtg., Bd. Dec. 3; July 2004 Mtg., Bd. Dec.
3; November 2004 Mtg., Bd. Dec. 58; June 2007 Mtg., Bd. Dec. 267; November 2007 Mtg., Bd. Dec. 46; November 2008 Mtg., Bd.
Dec. 48; May 2011 Mtg., Bd. Dec. 198; October 2012 Mtg., Bd. Dec. 44; June 2013 Mtg., Bd. Dec. 193; June 2013 Mtg., Bd. Dec.
258; July 2013 Mtg., Bd. Dec. 14; October 2013 Mtg., Bd. Dec. 30; May 2014 Mtg., Bd. Dec. 113; October 2014 Mtg., Bd. Dec. 43;
April 2016 Mtg., Bd. Dec. 157; September 2017 Mtg., Bd. Dec. 31; April 2020 Mtg., Bd. Dec. 131

31.060.5. General Counsel and Internal Audit Manager Reports to the Executive
Committee
The general counsel and the internal audit manager shall report directly to the executive
committee of the Board at least annually and at such additional times as may be necessary
for the good of the organization. (May 2011 Mtg., Bd. Dec. 198)

Source: May 2011 Mtg., Bd. Dec. 198

31.060.6. Executive Committee Chair Transition: Meeting with General Secretary

To ensure that there is a transition of knowledge from year to year, the outgoing executive
committee chair and incoming executive committee chair should meet toward the end of
each Rotary year with the general secretary to discuss his plans for the coming Rotary year.
(October 2018 Mtg., Bd. Dec. 34)

Source: April 2018 Mtg., Bd. Dec. 133

31.065. Standing Board Committees

31.065.1. Establishment and Terms of Reference for Standing Board Committees

The Board has established the Administration Committee and Programs Committee as
standing committees of the Board, the members of which are to be appointed annually by
the president. Standing Board committee members shall be members of the Board other
than the president, president-elect, vice-president, and treasurer. The terms of reference
for each standing committee are as follows:

Administration: This committee shall consist of five to seven members of the Board,
appointed at the discretion of the president, and shall act in an advisory capacity to the full
Board. This committee shall consider such matters of an administrative or legal nature as are
referred to the committee by the president or the Board.

Programs: This committee shall consist of five to seven members of the Board, appointed
at the discretion of the president, and shall act in an advisory capacity to the full Board.
This committee shall consider such matters involving RI programs, international meetings,
and membership issues as are referred to the committee by the president or the Board.
(June 2007 Mtg., Bd. Dec. 226)

Source: August 1999 Mtg., Bd. Dec. 56; Amended by May 2000 Mtg., Bd. Dec. 397; August 2000 Mtg., Bd. Dec. 92; July 2004 Mtg.,
Bd. Dec. 13; November 2004 Mtg., Bd. Dec. 45; June 2005 Mtg., Bd. Dec. 340; November 2005 Mtg., Bd. Dec. 120; June 2007 Mtg.,
Bd. Dec. 226
Rotary Code of Policies 184
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31.070. Finance Committee

31.070.1. Finance Committee Responsibilities

It is the responsibility of the RI Finance Committee to make recommendations to the Board
on all financial matters relating to Rotary International, including:

1. Reviewing the details of the annual budget of Rotary International before

recommendation to the Board.
2. Confirming the allocation of expenses to The Rotary Foundation, in conjunction with
the budget review and with the TRF Finance Committee.
3. Reviewing the financial performance compared against the budget and reporting to the
Board at each meeting.
4. Reviewing the organization’s long-term financial projections and financial sustainability
opportunities in collaboration with the Strategic Planning Committee and the general
secretary.
5. Recommending investment policies and monitoring the performance of investment
managers through the representation of the Investment Committee.
6. Delivering to the Board a five-year financial forecast that can be used to communicate
at each Rotary Institute. (June 2017 Mtg., Bd. Dec. 195)
Source: July 1997 Mtg., Bd. Dec. 5; Amended by June 2017 Mtg., Bd. Dec. 195

31.070.2. Meetings of the Finance Committee

The Finance Committee shall hold at least two in person meetings jointly with the TRF
Finance Committee in each Rotary year. (June 2017 Mtg., Bd. Dec. 195)
Source: October 1988 Mtg., Bd. Dec. 69; May-June 1980 Mtg., Bd. Dec. 467; Amended by November 2004 Mtg., Bd. Dec. 58; April
2016 Mtg., Bd. Dec. 157; June 2017 Mtg., Bd. Dec. 195

31.070.3. Attendance of Incoming Members of Finance Committee at Meetings

New Finance Committee members, including the treasurer-elect, shall be invited to observe
the meeting immediately prior to their joining the committee. (April 2016 Mtg., Bd. Dec.
157)
Source: May 2000 Mtg., Bd. Dec. 449; November 2006 Mtg., Bd. Dec. 119; Amended by April 2016 Mtg., Bd. Dec. 157

31.070.4. President-elect’s Attendance at Meetings

The president-elect of RI shall serve as an ex-officio member of the RI Finance Committee.
(June 2017 Mtg., Bd. Dec. 195)

Source: May 1972 Mtg., Bd. Dec. 217; November 1997 Mtg., Bd. Dec. 107; Amended by June 2017 Mtg., Bd. Dec. 195

31.075. Operations Review Committee

The terms of reference for the Operations Review Committee shall be as follows:

Reporting Responsibilities
The Operations Review Committee reports to the Board of Directors. Following each meeting of
the committee, the chair of the committee (or a member of the committee designated by the chair)
shall report in person to the Board of Directors at the Board’s next available meeting. A written
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June 2020

report summarizing the committee’s deliberations and stating the committee’s recommendations
taken at each meeting regarding operational matters shall be provided to each member of the Board
of Directors and the general secretary within sixty days following the conclusion of such meeting.
If applicable, any of the committee’s deliberations and recommendations taken at each meeting
regarding confidential personnel or operational matters shall be presented orally to the Board at
the Board’s next available meeting, with the general secretary present.

The Operations Review Committee maintains lines of communication with the president,
president-elect, general secretary and management.

Qualifications for Membership

Each member of the committee shall be experienced in either management, leadership
development, or financial management.

No member of the committee shall be a past president or a current member of the Board of Directors
or The Rotary Foundation Trustees. Furthermore, no member of the committee shall be:

a) a member of the Audit or Finance Committee of Rotary International

b) a member of the Finance Committee of The Rotary Foundation

c) nominated as a general officer of RI

d) appointed to serve as a TRF Trustee

The term of any member of the committee shall cease immediately upon meeting any of the criteria
listed in a) through d) above.

Notwithstanding the foregoing, a member of the committee may serve as a president’s

representative to a district conference, serve as a Council representative, serve on an RI committee,
other than the Audit and Finance Committees, serve on a TRF committee other than the Finance
Committee, and serve in or on any club-, district-, or zone-level position or committee.

Responsibilities
I. Effectiveness and Efficiency of Operations
 Monitors the effectiveness and efficiency of operations, including management structure,
work practices and productivity measures.
 Monitors the effectiveness, efficiency and implementation of all internal systems.
 Performs other oversight functions as requested by the Board, including those related to
RI’s responsibilities as the corporate member of The Rotary Foundation.
 Serves as an advisory group to the Executive Committee with respect to compensation
matters.

II. Compliance with Applicable Laws and Regulations

 Monitors compliance with the code of conduct and conflict-of-interest policy of the
organization and the Board of Directors.
 Reviews the status or findings of any examinations by regulatory agencies.
 Monitors the expected effects of new tax laws and other regulations on the organization.
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June 2020

Continuing Effect
These terms of reference shall remain in effect unless amended with specific reference to the
decision adopting these terms of reference in May 2000.

Meeting Dates
The Committee should set its meeting dates at least 90 days in advance of the meeting so as to
ensure the availability of the general secretary. (September 2016 Mtg., Bd. Dec. 28)

Source: May 2000 Mtg., Bd. Dec. 395. Amended by November 2001 Mtg., Bd. Dec. 143; February 2002 Mtg., Bd. Dec. 168; February 2003 Mtg.,
Bd. Dec. 218; June 2005 Mtg., Bd. Dec. 340; June 2006 Mtg., Bd. Dec. 279; February 2007 Mtg., Bd. Dec. 139; June 2007 Mtg., Bd. Dec. 226;
November 2007 Mtg., Bd. Dec. 32; November 2008 Mtg., Bd. Dec. 38; June 2013 Mtg., Bd. Dec. 196; October 2013 Mtg., Bd. Dec. 34; May 2014
Mtg., Bd. Dec. 117; April 2016 Mtg., Bd. Dec. 157; September 2016 Mtg., Bd. Dec. 28

31.075.1. Timeline and Process for the Operations Review Committee as Compensation
Advisory Committee to the Executive Committee of the Board
The timeline and process for the Operations Review Committee in its role as an advisory
compensation committee to the Executive Committee of the Board is as follows:

Meeting One (August/September):

--Review and approve sources of compensation comparability data to be used for the
disqualified persons analysis conducted at Meeting Two
--Every third year, conduct a thorough review of Rotary’s employee compensation strategy
and forward to the Executive Committee for approval
--In intervening years, confirm the existing employee compensation strategy

Following Meeting One, the chair of the Operations Review Committee (or his or her
designate) will report the committee’s recommendations with respect to compensation
strategy and sources of compensation comparability data to the next meeting of the
Executive Committee.

Meeting Two (March/April):

--Receive and review report on compensation comparability data for the general secretary
and general managers
--Receive and review report on compensation comparability data for the president and
president-elect
--Review pay ranges recommended by the general secretary for all general managers prior
to Executive Committee approval
--Confirm reasonableness of compensation proposed to be paid in the coming year to
Rotary’s disqualified persons and document any exceptions
--Assemble a summary report of compensation paid to all staff
Following Meeting Two, the chair of the Operations Review Committee (or his or her
designate) will report the committee’s recommendations with respect to the pay ranges
recommended by the general secretary for the general managers and the reasonableness of
compensation proposed to be paid to Rotary’s disqualified persons, and will present the
summary report of compensation paid to all staff, to the next meeting of the Executive
Committee. (January 2015 Mtg., Bd. Dec. 117)

Source: October 2014 Mtg., Bd. Dec. 43

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31.080. Audit Committee Charter

A. Purpose

This committee shall act in an advisory capacity to the Board and Trustees. This committee shall
consider RI and Rotary Foundation financial reports, the external audit, the system of internal
control, internal audit, and other matters connected therewith as are referred to the committee by
the president, the Board, the trustee chair, or the Trustees, or that otherwise come to the attention
of the committee.

B. Authority

The audit committee has authority to conduct or authorize investigations into any matters within
its scope of responsibility. It is empowered to:

1. Recommend the engagement of and the compensation for, and oversee the work of any
registered public accounting firm employed to audit the books of RI and TRF
2. Resolve any disagreements between management and the external auditor regarding financial
reporting
3. Retain independent counsel, accountants, or others to advise the committee or assist in the
conduct of an investigation
4. Meet with Rotary Senior Leaders, external auditors, or outside counsel, as necessary.
5. Seek any information it requires from employees, or external parties, all of whom are directed
to cooperate with the committee's requests.

C. Composition

This committee shall consist of seven members, including two members of the Board, appointed
annually by the Board, the president acting on its behalf, and one Trustee of The Rotary Foundation,
appointed annually by the Trustees. There shall be four members appointed by the Board who are
neither members of the Board nor Trustees, who shall serve single terms of six years.

All members of the committee shall be independent and shall be financially literate. At least one
member shall have financial expertise ─ one who has financial knowledge and ability sufficient
to understand, analyze, and reasonably assess generally accepted accounting principles (GAAP)
and the financial statements of Rotary International and the Rotary Foundation, the competency of
the independent (external) audit firm, and Rotary International’s and The Rotary Foundation’s
internal controls and procedures for financial reporting.

In making appointments, the RI president and TRF trustee chair shall:

1. Exclude from membership on the committee those positions considered to have a potential
conflict of interest (e.g. RI president, TRF trustee chair)
2. Limit the number of RI and TRF Finance Committee members serving on the Audit Committee
to less than one-half of the committee’s membership
3. Not appoint as chair of the committee the RI treasurer, RI vice president, or TRF Trustee Vice
chair
4. Limit where possible, the membership on other committees of an Audit Committee member
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June 2020

In addition, the chair of the Operations Review Committee or the chair’s designee shall serve as a
liaison to the committee.

D. Meetings

This committee shall meet from one to three times per year for two to three days at such times and
places and upon such notice as may be determined by the president, the Board, or the chair of the
committee and, if deemed necessary by the president or the chair of the committee, additional times
during the year at such times and places and upon such notice as may be determined by the
president or the chair of the committee.

E. Responsibilities

The committee will carry out the following responsibilities:

Financial Statements

1. Review significant accounting and reporting issues, including complex or unusual transactions
and highly judgmental areas, and recent professional and regulatory pronouncements, and
understand their impact on the financial statements.
2. Review with management and the external auditors the results of the audit, including any
difficulties encountered.
3. Review the annual financial statements, and consider whether they are complete, consistent with
information known to committee members, and reflect appropriate accounting principles.
4. Review with management and the external auditors all matters required to be communicated to
the committee under generally accepted auditing standards.

Internal Control

1. Consider the effectiveness of RI’s and TRF’s internal control system, including information
technology security and control.
2. Understand the scope of internal and external auditors' review of internal control over financial
reporting, and obtain reports on significant findings and recommendations, together with
management's responses.

Internal Audit

1. Recommend approval of the internal audit charter by the board.

2. Ensure there are no unjustified restrictions or limitations, and review and concur in the
appointment, replacement, or dismissal of the general auditor.
3. Approve the annual audit plan and all major changes to the plan.
4. Receive communications from the general auditor on the Auditing Services performance relative
to its plan.
5. Review with the general auditor the internal audit budget, resource plan, activities, and
organizational structure of the internal audit function.
6. Review the effectiveness of the internal audit function, including conformance with The Institute
of Internal Auditors' Definition of Internal Auditing and Code of Ethics and the International
Standards for Professional Practice of Internal Auditing.
Rotary Code of Policies 189
June 2020

7. On a regular basis, meet separately with the general auditor to discuss any matters that the
committee or general auditor believes should be discussed privately.
8. Provide performance feedback relative to the general auditor to the general secretary for
consideration for merit increases.
9. Receive, review and concur a remuneration range for the general auditor from the general
secretary, which shall be consistent with the compensation methodology applicable to all World
Headquarters employees.

External Auditors

1. Review the external auditors' proposed audit scope and approach, including coordination of audit
efforts with internal audit.
2. Review the performance of the external auditor and recommend to the board the appointment or
discharge of the auditors.
3. Review and confirm the independence of the external auditors by obtaining statements from the
auditors on relationships between the auditors and RI and TRF and their affiliates, including
non-audit services, and discussing the relationships with the auditors.
4. On a regular basis, meet separately with the external auditors to discuss any matters that the
committee or auditors believe should be discussed privately.

Reporting Responsibilities

1. Regularly report to the RI board of directors and TRF trustees about committee activities, issues,
and related recommendations.
2. Provide an open avenue of communication between internal audit, the external auditors, and
the RI board of directors and TRF trustees.

Other Responsibilities

1. Perform other activities related to this charter as requested by the RI board of directors or The
Rotary Foundation trustees.
2. Institute and oversee investigations as needed.
3. Review and assess the adequacy of the committee charter annually, requesting board approval
for proposed changes, and ensure appropriate disclosure as may be required by law or
regulation.
4. Confirm annually that all responsibilities outlined in this charter have been carried out.
5. Evaluate the committee's and individual members' performance on a regular basis. (June 2017
Mtg., Bd. Dec. 200)
Source: May 2000 Mtg., Bd. Dec. 397; Amended by August 2000 Mtg., Bd. Dec. 92; July 2004 Mtg., Bd. Dec. 13; November 2004 Mtg., Bd. Dec.
45; June 2005 Mtg., Bd. Dec. 340; November 2005 Mtg., Bd. Dec. 120; November 2007 Mtg., Bd. Dec. 32; January 2008 Mtg., Bd. Dec. 210;
April 2008 Trustees Mtg., Dec. 106; June 2009 Mtg., Bd. Dec. 217; June 2010 Mtg., Bd. Dec. 182; June 2010 Mtg., Bd. Dec. 265; September
2011 Mtg., Bd. Dec. 140; June 2013 Mtg., Bd. Dec. 196; September 2016 Mtg., Bd. Dec. 28; June 2017 Mtg., Bd. Dec. 200
Rotary Code of Policies 190
June 2020

31.090. Strategic Planning Committee

Rotary International and The Rotary Foundation shall have a joint Strategic Planning Committee
in accordance with RI Bylaws section 17.050., which will meet as needed and determined by the
RI Board and The Rotary Foundation Trustees. The committee shall counsel both the directors
and trustees on one strategic plan for RI and TRF. (September 2016 Mtg., Bd. Dec. 28)

Source: May 2015 Mtg., Bd. Dec. 164; Amended by September 2016 Mtg., Bd. Dec. 28

31.090.1. Responsibilities
It is the responsibility of the Strategic Planning Committee to counsel the Board and
Trustees on all current and future strategic matters of Rotary, including recommending and
monitoring the multi-year strategic plan. Where appropriate and necessary, the committee
shall:

1. Advise the Board and Trustees on a shared vision and strategic plan for Rotary’s future,
along with providing counsel regarding alignment of initiatives and activities.
2. Conduct reviews of Rotary’s strategic plan at least every three years, including
evaluation of the mid- and long-term measures to ensure progress of the plan.
3. Review at least annually Rotary’s performance in achieving the strategic plan against
measurable targets for report to the Board and Trustees.
4. Make recommendations to the Board and Trustees related to Rotary’s mission, vision,
values, priorities and goals, including future strategic initiatives and major programs or
services.
5. Ensure the organization has a defined, effective, measurable process for implementing
the strategic plan.
6. In collaboration with the Finance Committees of RI and TRF and the general secretary,
review the organization’s long-term financial projections and financial sustainability to
align opportunities with the strategic plan.
7. Survey Rotarians and clubs at least every three years to review the strategic plan and
recommend updates for consideration by the Board and Trustees.
8. Review the strategic impact of pending and approved Council on Legislation and
Council on Resolutions items on the strategic plan.
9. Identify and analyze critical strategic issues facing the organization to formulate
scenarios and strategies.
10. Consider Rotary’s position and comparative advantage relative to market trends as
well as global trends in volunteerism, membership, charitable causes and humanitarian
service.
11. Monitor global demographic trends that could affect the potential number of Rotarians
by geographic region, including countries that may open to expansion.
12. Collaborate with the Risk Advisory Committee to consider the relationship of Rotary’s
risk assessment review to organizational strategy.
13. Perform other functions as assigned by the Board and Trustees. (June 2017 Mtg., Bd.
Dec. 195)

Source: May 2015 Mtg., Bd. Dec. 164; Amended by September 2016 Mtg., Bd. Dec. 28; June 2017 Mtg., Bd. Dec. 195
Rotary Code of Policies 191
June 2020

31.090.2. Role of Board of Directors and Foundation Trustees to Strategic Planning and
Strategic Planning Committee
The boards of directors and trustees each have defined roles as outlined in the bylaws and
code of policies in regards to Rotary’s strategic plan. RI and TRF will have one strategic
plan with goals and measures to support the overall strategic plan. Depending on the need
of the organization, the plan will generally cover a 3-5 year period, but it can be adjusted
to address current needs of Rotary International and/or The Rotary Foundation. (October
2015 Mtg., Bd. Dec. 37)

Source: May 2015 Mtg., Bd. Dec. 164

31.090.3. Meetings of the Strategic Planning Committee

The Strategic Planning Committee shall meet at such times and places and upon such notice
as may be determined by the RI president, TRF Trustee chair, or the board of directors or
board of trustees. It is recommended that any meetings be arranged so the report of the
first meeting is included in the Board and Trustees’ second meeting agenda (typically in
October). Any second committee meeting shall coincide so that the report is included in
the Board and Trustees’ fourth meeting agenda (typically April/May/June). (October 2015
Mtg., Bd. Dec. 37)

Source: May 2015 Mtg., Bd. Dec. 164

31.090.4. Attendance of Incoming Members of Strategic Planning Committee at Meetings

The general secretary shall include funds in budgets, as required, for new committee
members to observe the meeting immediately prior to their joining the committee.
(October 2015 Mtg., Bd. Dec. 37)

Source: May 2015 Mtg., Bd. Dec. 164

31.090.5. Incoming Presidents and Trustee Chair Attendance at Meetings

The president-elect and president-nominee of RI and chair-elect and chair-elect designee
shall be invited to the meetings and serve as ex-officio members of the committee.
(September 2016 Mtg., Bd. Dec. 28)

Source: May 2015 Mtg., Bd. Dec. 164; Amended by September 2016 Mtg., Bd. Dec. 28

31.100. Membership Committee

The committee shall consist of nine members, two of whom shall be members of the board and
one of whom shall be a member of the trustees of The Rotary Foundation. All members of the
committee shall be appointed by the president, after consultation with the RI Board. In addition,
the Trustee member shall be appointed by the president in consultation with the Trustee chair. All
members shall serve three-year staggered terms. Members may be reappointed, but not serve more
than six years.

The initial appointments for this committee may include terms shorter than three years in order to
implement the requirement for staggered terms. (September 2016 Mtg., Bd. Dec. 28)

Source: May 2015 Mtg., Bd. Dec. 180; September 2016 Mtg., Bd. Dec. 28
Rotary Code of Policies 192
June 2020

31.110. Committee Reports

With the guidance of the committee’s chair and assistance of the staff (except in preparing the
reports of the RI Audit Committee and the Operations Review Committee), each RI committee
shall prepare and include, as part of the committee’s minutes or report, its specific
recommendations to the Board (or to the general secretary), with a brief rationale for each
recommendation. Such recommendations should be arranged in order of priority. (June 2007
Mtg., Bd. Dec. 226)

Source: June 1987 Mtg., Bd. Dec. 342; Amended by June 2005 Mtg., Bd. Dec. 340; June 2007 Mtg., Bd. Dec. 226

31.120. Committee Finances

The general secretary is requested to inform each RI committee, in advance of its meeting, of the
current RI budget for the particular committee. When submitting recommendations to the Board,
all RI committees shall include a summary statement detailing the total costs and other financial
implications of their recommendations. (June 1998 Mtg., Bd. Dec. 348)
Source: January-February 1989 Mtg., Bd. Dec. 171


Rotary Code of Policies 193
June 2020

Article 32. RI General Secretary

32.010. Chief Executive Officer of RI

32.020. Authority to Act on Behalf of Board
32.030. General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs
32.040. General Secretary Authority to Act on Behalf of Board on Matters Relating to Convention,
Council on Legislation, and Council on Resolutions
32.050. General Secretary Authority to Act on Behalf of Board on Matters Relating to Districts
32.060. General Secretary Authority to Act on Behalf of Board on Matters Relating to Finance
32.070. General Secretary Authority to Act on Behalf of Board on Matters Relating to General
Administration
32.080. General Secretary Authority to Act on Behalf of Board on Matters Relating to Rotary
Literature, Documents and Translation
32.090. General Secretary Authority to Act on Behalf of Board on Matters Relating to Programs

32.010. Chief Executive Officer of RI

The general secretary is the chief executive officer of RI and The Rotary Foundation. As the chief
executive officer, the general secretary shall implement the policies of RI, its Board of Directors,
and its Foundation Trustees. (October 2019 Mtg., Bd. Dec. 29)

Source: March 1994 Mtg., Bd. Dec. 124; Amended by November 2004 Mtg., Bd. Dec. 58; April 2016 Mtg., Bd. Dec. 157; October 2019 Mtg., Bd.
Dec. 29. Affirmed by June 1999 Mtg., Bd. Dec. 293

32.010.1. Supervision of Secretariat

The general secretary shall provide general supervision of all operations of the Secretariat,
including but not limited to those functions related to finance, programs, communication,
planning, The Rotary Foundation, and administrative matters. (June 1998 Mtg., Bd. Dec.
348)

Source: March 1994 Mtg., Bd. Dec. 124. Affirmed by June 1999 Mtg., Bd. Dec. 293

32.010.2. Long-Range Planning and Policy Formation

The general secretary shall assist the Board and the Foundation Trustees in long-range
planning and policy formation. (June 1998 Mtg., Bd. Dec. 348)

Source: March 1994 Mtg., Bd. Dec. 124

32.010.3. Execution of Legal Documents

The General Manager of the area substantially involved in the contract, or the general
secretary, shall execute all legal documents and contracts on behalf of the association and
its Foundation. Changes to contracts must be approved by the general secretary or the
General Manager. (October 2013 Mtg., Bd. Dec. 30)

Source: March 1994 Mtg., Bd. Dec. 124; Amended by November 2002 Mtg., Bd. Dec. 87; October 2013 Mtg., Bd. Dec. 30. Affirmed
by June 1999 Mtg., Bd. Dec. 293
Rotary Code of Policies 194
June 2020

32.010.4. General Secretary Employment Tenure

The maximum length of the initial employment contract for a general secretary shall be
three years. However, the employment contract for a general secretary who has served a
term of at least three years may be extended by up to five years. (June 2005 Mtg., Bd. Dec.
279)
Source: June 1997 Mtg., Bd. Dec. 405; Amended by June 2005 Mtg., Bd. Dec. 279

32.010.5. Procedures For Selection/Resignation/Termination of General Secretary

The Board of Directors of Rotary International shall be the sole body which is authorized to
employ, review, terminate or accept the resignation of the general secretary. Pursuant to its
authority under the RI Constitution, RI Bylaws, and laws of the State of Illinois, the Board has
adopted the following “Procedures for the Selection/Termination of the general secretary.”
These steps must be handled sequentially.

Selection

1. One year prior to expiration of the contract, the general secretary will notify the
Executive Committee of the Board in writing as to whether or not he/she wishes to
renew the contract as general secretary.

a. If a renewal is desired, the Executive Committee shall review the performance of

the general secretary, including past performance reviews. The Executive
Committee shall then report to the full Board who will decide whether to extend
the contract. Before reaching a decision, the Board also may decide to open the
position to a search;

b. If the Board agrees to extend the contract with the general secretary, the Executive
Committee shall negotiate the new agreement as directed by the Board.

2. If the general secretary decides not to seek renewal of the contract, or if the Board does
not extend the contract or desires to consider other candidates, the Executive
Committee shall serve as a Search Committee. A member of The Rotary Foundation
Board of Trustees shall be invited to serve as a member of the Search Committee.

a. The Search Committee shall retain an external executive recruiting and search firm
to assist with the selection of the next general secretary;

b. Resumes will be sent to and collected by the external search firm. All resumes or
summaries of the resumes will be forwarded to the Search Committee along with
an analysis and recommendation of each candidate;

c. The Search Committee will determine which candidates will be interviewed. Such
candidates’ expenses associated with the interview process will be covered
pursuant to the RI Travel and Expense Policy;

d. Working with the committee chair, the external search firm will schedule interviews
with no fewer than five candidates;
Rotary Code of Policies 195
June 2020

e. The Search Committee shall review the candidates’ resumes, interview the
candidates, and through its chair, present no fewer than three candidates to the
Board. These three or more candidates shall be invited to appear before the full
Board. The chair of the Executive Committee shall chair the interview process in
full Board session;

f. The full Board elects a new general secretary prior to 31 March pursuant to RI
Bylaws section 6.040. The Executive Committee or a sub-group of the Executive
Committee, plus other Directors as determined by the Executive Committee, shall
form a committee to negotiate the contract. The General Counsel will work with
the Executive Committee to engage a U.S. employment law attorney to assist the
committee in its negotiations with the new general secretary. After negotiation, the
contract shall be shared with the full Board.

g. The contract must be signed by 30 April and becomes effective the following 1 July.

Resignation

In the event that the general secretary tenders his/her resignation from office, the letter of
resignation shall be addressed and forwarded to all members of the Executive Committee of
the Board. The Executive Committee shall then forward such resignation letter to the members
of the Board. The Board shall direct the Executive Committee pertaining to such resignation.
The Executive Committee shall represent the Board in all matters pertaining to the resignation,
and report its actions to the Board.

Termination

(Illinois is an “at-will” state in which an employee can be terminated or resign without

reason or notice. However, employment contracts may define procedures for termination
by either party.)

1. Any member of the Board can make a written recommendation to the Executive
Committee Chair to terminate employment of the general secretary. The Chair must
pass the recommendation(s) to the Executive Committee.

2. If the Executive Committee decides not to act upon the recommendation for termination,
it will inform the member of the Board of its decision in writing.

3. If the Executive Committee decides to seek termination, it shall, in accordance with

procedures outlined in RI Bylaws section 5.040., invite the general secretary to appear
before the full Board. If the Board subsequently concurs by majority vote to terminate
employment, the President will inform the general secretary in writing.

4. The Executive Committee shall finalize any details regarding termination and report
back to the Board. (April 2016 Mtg., Bd. Dec. 157)
Source: August 1999 Mtg., Bd. Dec. 46; Amended by May 2003 Mtg., Bd. Dec. 325; January 2011 Mtg., Bd. Dec. 119; April 2016
Mtg., Bd. Dec. 157
Rotary Code of Policies 196
June 2020

Cross References

31.060.4. Terms of Reference for the Executive Committee: Performance Evaluation of General
Secretary

32.020. Authority to Act on Behalf of Board

The general secretary, as the chief executive officer of RI, is authorized by the Board to make
decisions on behalf of the Board when necessary. All such decisions shall be reported to the Board
for ratification at each meeting. (October 2019 Mtg., Bd. Dec. 29)

Source: January 1933 Mtg., Bd. Dec. VI(a); Amended by November 2004 Mtg., Bd. Dec. 58; October 2019 Mtg., Bd. Dec. 29. Affirmed by June
1999 Mtg., Bd. Dec. 293. See also November 1997 Mtg., Bd. Dec. 108

32.030. General Secretary Authority to Act on Behalf of Board on Matters Relating to Clubs

32.030.1. Waiver or Remittance of Charter Fee

The general secretary, acting on behalf of the Board, may waive or remit any part or all of
the charter fee of any new club. (October 2015 Mtg., Bd. Dec. 75)

Source: January 1937 Mtg., Bd. Dec. 129; June 1977 Mtg., Bd. Dec. 19; Amended by October 2015 Mtg., Bd. Dec. 75

32.030.2. Excuse Payment of Club Invoices or Indebtedness

The general secretary may excuse, delay, or reduce payment of the club invoices when, in
the general secretary’s judgment, the recommendation of the governor and other
circumstances in the case warrant such action. The general secretary may also excuse clubs
from partial or a full payment of their indebtedness to Rotary when, in the general
secretary’s judgment, the recommendation of the governor and other circumstances
warrant such action. (April 2016 Mtg., Bd. Dec. 157)

Source: January 1938 Mtg., Bd. Dec. 170; Amended by October 2014 Mtg., Bd. Dec. 105; April 2016 Mtg., Bd. Dec. 157

32.030.3. Excusing Financial Obligations in Merging Clubs

To facilitate and promote the merging of small clubs (20 or fewer members), the general
secretary may excuse such clubs from payment of their past due financial obligations to RI.
(May 2011 Mtg., Bd. Dec. 238)

Source: May 2011 Mtg., Bd. Dec. 238

32.030.4. Club Suspension, Termination, Resignation, and Reinstatement

a) The general secretary may suspend or terminate the membership of any club that fails
to pay its dues or other financial obligations to RI or approved contributions to the district
fund, pursuant to RI Bylaws section 3.020.1.

b) The general secretary may suspend the membership of any club that fails to report
changes to its membership on a timely basis, pursuant to RI Bylaws section 3.020.2.

c) The general secretary may cancel club charters in an emergency.

Rotary Code of Policies 197
June 2020

d) The general secretary may reinstate the membership of any former club whose
membership in RI was terminated because the club did not meet its financial obligations to
RI, if such obligation has been met or satisfactory arrangements for payment have been
made.

e) the general secretary may terminate clubs for failure to function according to the criteria
established in section 2.010.1. of this Code.

f) the general secretary may approve the resignation of a club pursuant to RI Bylaws
section 3.010.

g) the general secretary may terminate clubs at the request of a district governor if its
membership falls below six members, pursuant to RI Bylaws section 3.020.4. (October
2019 Mtg., Bd. Dec. 29)

Source: January 1954 Mtg., Bd. Dec. 100; March 1983 Mtg., Bd. Dec. 244; July 2003 Mtg., Bd. Dec. 17; June 2004 Mtg., Bd. Dec.
283; Amended by January 2014 Mtg., Bd. Dec. 79; September 2016 Mtg., Bd. Dec. 28; October 2019 Mtg., Bd. Dec. 29

32.030.5. Amendments to Club Constitutions

The general secretary may approve amendments to club constitutions in the following
circumstances:

--when such amendments tend to bring the document into closer harmony with the Standard
Rotary Club Constitution.

--where necessary to comply with local laws. (April 2016 Mtg., Bd. Dec. 157)

Source: October 1922 Mtg., Bd. Dec. 2(b); January 1961 Mtg., Bd. Dec. 117; Amended by April 2016 Mtg., Bd. Dec. 157

32.030.6. Changes in Club Names and Locality

The general secretary may approve changes in a club's name and/or locality. (November
2001 Mtg., Bd. Dec. 45)

Source: October 1922 Mtg., Bd. Dec.(b); Amended by November 2001 Mtg., Bd. Dec. 45

32.030.7. Suspension of Meetings

The general secretary may authorize clubs in predominantly Muslim communities to
suspend meetings during the month of Ramadan. (June 1998 Mtg., Bd. Dec. 348)

Source: May 1954 Mtg., Bd. Dec. 205

32.030.8. Incorporation
The general secretary may approve requests from clubs for incorporation which are in
conformity with the general provisions for articles of incorporation as adopted by the Board.
(April 2016 Mtg., Bd. Dec. 157)

Source: July 1940 Mtg., Bd. Dec. 36; Amended by April 2016 Mtg., Bd. Dec. 157
Rotary Code of Policies 198
June 2020

32.030.9. Magazine Subscription Requirements

The general secretary may act on behalf of the Board to excuse clubs from complying with
the provisions of RI’s constitutional documents that requires all Rotarians to subscribe to
The Rotarian magazine or an approved and prescribed certified regional magazine.
(January 2019 Mtg., Bd. Dec. 80)

Source: November 1980 Mtg., Bd. Dec. 204(d); Amended by January 2009 Mtg., Bd. Dec. 132; October 2018 Mtg., Bd. Dec. 68

32.030.10. Furnishing Club Officer Mailing Lists

Except where the distribution of membership lists is otherwise addressed by a section of
this Code the general secretary may furnish mailing lists of club officers to various agencies
and organizations, provided that: a) the purposes for which such lists may be provided must
be clearly identified by the general secretary as being for the benefit of Rotary programs;

and b) the recipients agree to use the lists only for the purpose provided and not to provide
such lists to any third party or to use them for any commercial purpose. (September 2011
Mtg., Bd. Dec. 34)

Source: June 1984 Mtg., Bd. Dec. 401. Affirmed by February 1998 Mtg., Bd. Dec. 235; Amended by February 2001 Mtg., Bd. Dec.
219; September 2011 Mtg., Bd. Dec. 34

32.030.11. Merger of Rotary Clubs

The general secretary may act on behalf of the Board to approve applications for the merger
of clubs submitted pursuant to RI Bylaws section 2.060. (March 2005 Mtg., Bd. Dec. 178)

Source: November 2004 Mtg., Bd. Dec. 136

32.030.12. New Clubs

The general secretary shall have the responsibility for acting on behalf of the Board in
admitting Rotary clubs to membership in RI. (November 2004 Mtg., Bd. Dec. 58)

Source: November 1979 Mtg., Bd. Dec. 220

32.030.13. Use of Name “Rotary”

The general secretary may act on behalf of the Board in authorizing Rotary clubs to use the
name "Rotary" in incorporating club or district foundation activities. (June 2007 Mtg., Bd.
Dec. 226)

Source: May-June 1964 Mtg., Bd. Dec. 220

32.030.14. Amendment to Constitution for Fundraising

The general secretary is authorized to act on behalf of the board to consider an application
from a club seeking to amend its constitution to provide authorization for the club to raise
funds, where such constitutional provision is required by law. (June 2007 Mtg., Bd. Dec.
226)

Source: January 1958 Mtg., Bd. Dec. 112

Rotary Code of Policies 199
June 2020

32.030.15. Suspension or Termination of Clubs for Failure to Comply with Foundation

Stewardship Policies
The general secretary is authorized to act on behalf of the Board to suspend or terminate
the membership of any club that retains in its membership any person who has, as
determined by The Rotary Foundation Trustees, misused funds from The Rotary
Foundation or who has otherwise breached the stewardship policies of The Rotary
Foundation pursuant to RI Bylaws section 3.020.1. (November 2010 Mtg., Bd. Dec. 98)

Source: November 2010 Mtg., Bd. Dec. 98

32.030.16. Disqualifying Candidates for Elective Office

The general secretary or the president is authorized to act on behalf of the Board to
disqualify from election to office any Rotarian candidate on whose behalf a Rotarian or
club takes legal action in a manner inconsistent with the requirements of RI Bylaws section
13.030.5. (September 2016 Mtg., Bd. Dec. 28)
Source: June 2013 Mtg., Bd. Dec. 209; Amended by September 2016 Mtg., Bd. Dec. 28

32.030.17. Suspension or Termination of Club for Legal Action

The general secretary is authorized to act on behalf of the Board to suspend or terminate
any club that takes legal action in a manner pursuant to RI Bylaws sections 3.020.1. and
13.030.5. (September 2016 Mtg., Bd. Dec. 28)
Source: June 2013 Mtg., Bd. Dec. 209; Amended by April 2016 Mtg., Bd. Dec. 157; September 2016 Mtg., Bd. Dec. 28

Cross References

2.010.1. Club Failure to Function

9.030. Status of Suspended Clubs
34.040. Use of Name “Rotary”

32.040. General Secretary Authority to Act on Behalf of Board on Matters Relating to

Convention, Council on Legislation, and Council on Resolutions

32.040.1. Selection of Council Representative in Ballot-By-Mail

The general secretary may act on requests from districts to select the Council representative
and the alternate in a ballot-by-mail in accordance with the provisions of RI Bylaws section
9.070. (September 2016 Mtg., Bd. Dec. 28)
Source: July 1958 Mtg., Bd. Dec. 36; Amended by September 2016 Mtg., Bd. Dec. 28

32.040.2. Examining Proposed Legislation and Resolutions

The general secretary may advise proposers of enactments or resolutions of any defects
noted in the text of their respective proposals, pursuant to the provisions of RI Bylaws
section 7.070., and section 8.080., on the advice of the Constitution and Bylaws Committee.
(September 2016 Mtg., Bd. Dec. 28)
Source: May-June 1963 Mtg., Bd. Dec. 190; Amended by March 2005 Mtg., Bd. Dec. 178; June 2007 Mtg., Bd. Dec. 226; September
2016 Mtg., Bd. Dec. 28
Rotary Code of Policies 200
June 2020

Cross References

57.020. Host Organization Committee

57.030. Convention Guidelines
57.040. Convention Site Selection
57.050.1. Attendance Guidelines: Partners of Deceased Rotarians
58.020. Scheduling of International Assembly
59.020.4. Financial Impact Statement at Council
60.050. Rotary Institutes: Institute Site and Date Approval

32.050. General Secretary Authority to Act on Behalf of Board on Matters Relating to

Districts

32.050.1. Incorporation of Districts

The general secretary is authorized to act on behalf of the Board on all matters relating to
incorporation of districts, including reviewing and accepting any application for
incorporation. In the event of unusual circumstances requiring further statements of policy,
the general secretary shall refer the issue to the Executive Committee. (March 2005 Mtg.,
Bd. Dec. 199)

Source: March 2005 Mtg., Bd. Dec. 199

32.050.2. Extension of Time to Select Governor-Nominee

The general secretary may extend the time specified in RI Bylaws section 12.010. for the
selection of a district governor-nominee if, in the general secretary’s opinion, there is a
good and sufficient reason to do so. (February 2007 Mtg., Bd. Dec. 154)

Source: February 2007 Mtg., Bd. Dec. 154

32.050.3. Modification of District Boundary Descriptions

The general secretary is authorized, acting on behalf of the Board, to approve all district
boundary description changes where the district boundaries remain the same.

The general secretary is authorized to act on behalf of the Board to approve a minor district
boundary modification affecting the transfer of up to ten clubs, or an area containing no
Rotary club, from one district to a neighboring district. The boundary modification shall
become effective 1 July following the decision. (June 2013 Mtg., Bd. Dec. 196)
Source: August 1999 Mtg., Bd. Dec. 80; February 2007 Mtg., Bd. Dec. 189; June 2007 Mtg., Bd. Dec. 226; January 2008 Mtg., Bd.
Dec. 196; January 2012 Mtg., Bd. Dec. 211; June 2013 Mtg., Bd. Dec. 196

Cross References

17.020.5. General Secretary Authority to Allow Variations from the District Incorporation
Process for Good Cause
Rotary Code of Policies 201
June 2020

32.060. General Secretary Authority to Act on Behalf of Board on Matters Relating to

Finance

32.060.1. Revision of RI Budget Appropriations

The general secretary may authorize reallocations of the approved budget in accordance
with 68.010.2. (June 2017 Mtg., Bd. Dec. 195)

Source: May 1944 Mtg., Bd. Dec. 244; Amended by June 2017 Mtg., Bd. Dec. 195

32.060.2. Safeguarding RI Funds and Financial Obligations

In emergency situations the general secretary may make arrangements to safeguard the
funds and financial obligations of RI and report to the Board at their next meeting. (June
2017 Mtg., Bd. Dec. 195)

Source: July 1976 Mtg., Bd. Dec. 78; Amended by June 2017 Mtg., Bd. Dec. 195. Affirmed by February 1998 Mtg., Bd. Dec. 235

32.060.3. Fiscal Agent Systems

When a country’s financial conditions warrant, the Board may direct the general secretary
to establish a fiscal agent system with attendant bank accounts, and provide periodic reports
to the Finance Committee and the Board. When so directed, the general secretary shall
have the authority to appoint and remove the fiscal agent. The general secretary is
requested to consult with the director resident in the zone on proposed appointments.
(November 2002 Mtg., Bd. Dec. 172)

Source: January 1948 Mtg., Bd. Dec. 114; Amended by July 1976 Mtg., Bd. Dec. 79; July 1981 Mtg., Bd. Dec. 54; November 1986
Mtg., Bd. Dec. 113; November 2002 Mtg., Bd. Dec. 172

32.060.4. Officer and Committee Member Expense Statements

The general secretary shall authorize payment of all expense statements of officers and
committee members. When the general secretary determines that the amounts are
excessive, the general secretary is instructed to withhold payment and bring the matter to
the attention of the Executive Committee or Board. (April 2016 Mtg., Bd. Dec. 157)

Source: June 1932 Mtg., Bd. Dec. XIV (a) 4. Amended by April 2016 Mtg., Bd. Dec. 157. Affirmed by February 1998 Mtg., Bd. Dec.
235

32.060.5. Adjustment of Advertising Rates for The Rotarian

The general secretary may adjust advertising rates of The Rotarian to ensure the continued
profitability of the magazine. (June 1998 Mtg., Bd. Dec. 348)

Source: February 1989 Mtg., Bd. Dec. 227

32.060.6. RI Travel Service

The general secretary may make any changes required in the relationship of RI staff with
the approved travel agency staff to improve service levels and economies in the RI Travel
Service. (February 1999 Mtg., Bd. Dec. 196)
Source: June 1994 Mtg., Bd. Dec. 288. Amended by February 1999 Mtg., Bd. Dec. 196
Rotary Code of Policies 202
June 2020

32.060.7. Changing the Payment and Receipt of Money to US Dollars

The general secretary may approve any requests for changing the payment and receipt of
money from the local currency to US dollars. (August 1999 Mtg., Bd. Dec. 43)

Source: June 1999 Mtg., Bd. Dec. 338

32.060.8. Revising Rotary Funding for District Governors

The general secretary is authorized to make revisions in governors' budgets, when, in the
general secretary’s opinion, all or part of such changes requested by the governor are
justified and reasonable. (April 2016 Mtg., Bd. Dec. 157)

Source: January 1967 Mtg., Bd. Dec. 192. Amended by April 2016 Mtg., Bd. Dec. 157. See also July 1996 Mtg., Bd. Dec. 8
32.060.9. Extension of Deadline for Receipt of Expense Reports from Governors
The general secretary, acting on behalf of the Board, upon receipt of a petition explaining
extenuating circumstances, may extend the deadline for receipt of expense reports from
district governors documenting the use of their Rotary funding to no later than 30
September. (April 2016 Mtg., Bd. Dec. 157)
Source: May 2003 Mtg., Bd. Dec. 409; Amended by June 2006 Mtg., Bd. Dec. 270; April 2016 Mtg., Bd. Dec. 157

32.060.10. Disbursement of Rotary Funding to Governors

The general secretary is authorized to disburse less than 70% of the budget available to
governors if deemed necessary to maintain appropriate controls and stewardship over large
total allocation amounts. (April 2016 Mtg., Bd. Dec. 157)
Source: June 1998 Mtg., Bd. Dec. 396; June 2005 Mtg., Bd. Dec. 329; Amended by April 2016 Mtg., Bd. Dec. 157

Cross References

66.010. Annual Report

66.030.2. Exchange Rates for Payment to RI
66.050. Contracts
68.020. Authority to Exceed RI Budget
69.030.3. Schedule of Reimbursement to Governors
69.030.4. Procedure for Revising Governors’ Budgets

32.070. General Secretary Authority to Act on Behalf of Board on Matters Relating to

General Administration

32.070.1. Delegation of Duties to Secretariat Staff

As advisable and necessary, the general secretary may delegate to appropriate Secretariat
staff any authority delegated to the general secretary by the Board to make decisions on
behalf of the Board in certain matters and certain circumstances. (October 2019 Mtg., Bd.
Dec. 29)
Source: June 1938 Mtg., Bd. Dec. 266; May-June 1940 Mtg., Bd. Dec. 324; November 1983 Mtg., Bd. Dec. 82. Amended by
November 1986 Mtg., Bd. Dec. 113; July 1990 Mtg., Bd. Dec. 16; October 2013 Mtg., Bd. Dec. 30; October 2019 Mtg., Bd. Dec. 29
Rotary Code of Policies 203
June 2020

32.070.2. Emergency Committee Recommendations

Within existing policies, the general secretary may act with the president on emergency
recommendations of any committee, in the event the Board or Executive Committee is not
to meet within reasonable time after the committee meeting. (June 1998 Mtg., Bd. Dec.
348)

Source: January 1946 Mtg., Bd. Dec. 156

32.070.3. Mediation and Arbitration Guidelines

The general secretary is authorized to act on behalf of the Board regarding the setting of
dates for mediation and/or arbitration pursuant to RI Bylaws section 24.010. and any
matters pertaining to the procedure for the mediation and arbitration of disputes that are
not otherwise addressed in RI Bylaws Article 24. (June 2008 Mtg., Bd. Dec. 227)

Source: January 2008 Mtg., Bd. Dec. 155

32.070.4. Cost Sharing Ratio for RI Health Insurance Plan

The Board grants discretion to the general secretary to determine the cost sharing ratio for
group health insurance. (January 2009 Mtg., Bd. Dec. 132)

November 2008 Mtg., Bd. Dec. 49

32.080. General Secretary Authority to Act on Behalf of Board on Matters Relating to

Rotary Literature, Documents and Translation

32.080.1. Publication Production

Except where publication of a pamphlet has been authorized by specific decision of the
Board or the convention, the general secretary shall make the following decisions: when a
new pamphlet shall be published, the language in which it shall be published, and when
the publication of any existing pamphlet shall be discontinued. (February 2002 Mtg., Bd.
Dec. 216)

Source: June 1938 Mtg., Bd. Dec. 308; May-June 1966 Mtg., Bd. Dec. 292; Amended by February 2002 Mtg., Bd. Dec. 216

32.080.2. Publications Priority List

The general secretary shall remove publications from or add publications to the priority list
in order to keep the list current and in harmony with the importance of RI programs.
(February 2002 Mtg., Bd. Dec. 216)

Source: March 1986 Mtg., Bd. Dec. 207. Amended by November 1986 Mtg., Bd. Dec. 113; February 2002 Mtg., Bd. Dec. 216

32.080.3. Ownership of Original Work

a) The copyright to any original work of authorship created by a Rotarian, who is not an
employee of Rotary International, is owned by that Rotarian, unless agreed upon otherwise
between such Rotarian and Rotary International.
Rotary Code of Policies 204
June 2020

b) Notwithstanding the above, the copyright to any original work of authorship created by
a Rotarian, who, although not an employee of Rotary International, has created the work
as an agent of Rotary International, is owned by Rotary International. (November 1999
Mtg., Bd. Dec. 175)
Source: November 1999 Mtg., Bd. Dec. 175

32.080.4. Translations of Rotary Literature

The general secretary is authorized, on behalf of the Board, to approve translations of
Rotary literature.

The general secretary is authorized, where it appears necessary or advisable to modify text
in order to make a publication generally more useful to clubs within a district or a group of
districts, to approve the full text of any such changes, in English, prior to such changes
being made. (June 2007 Mtg., Bd. Dec. 226)
Source: April 1930 Mtg., Bd. Dec. IV(p); January 1958 Mtg., Bd. Dec. 142; Amended by January 1974 Mtg., Bd. Dec. 149. Reaffirmed
by November 1997 Mtg., Bd. Dec. 108

Cross References

48.020.1. Role of General Secretary in Translation of RI Literature

48.020.2. Use of Rotarian Volunteers in Translating

32.090. General Secretary Authority to Act on Behalf of Board on Matters Relating to

Programs

32.090.1. Recognition and Termination of Rotaract Multidistrict Information

Organizations
The general secretary is authorized to recognize and terminate Rotaract Multidistrict
Information Organizations on behalf of the Board. (June 2007 Mtg., Bd. Dec. 226)
Source: November 2006 Mtg., Bd. Dec. 74

32.090.2. INTEROTA Conference

The general secretary is authorized to approve requests to host the triennial Rotaract
conference known as INTEROTA on behalf of the Board. (June 2005 Mtg., Bd. Dec. 271)
Source: March 2005 Mtg., Bd. Dec. 217

32.090.3. Rotary Youth Exchange Certification

The Board delegates authority to the general secretary to manage the district certification
program to:

a. Grant certification, provisional certification, conditional certification to districts or

portions of districts, including outbound-only certification.
b. Rescind certification, provisional certification, conditional certification to districts.
c. Grant waivers to districts. (January 2017 Mtg., Bd. Dec. 87)
Source: June 2007 Mtg., Bd. Dec. 274; Amended by January 2017 Mtg., Bd. Dec. 87
Rotary Code of Policies 205
June 2020

32.090.4. Multidistrict Youth Exchange

The general secretary is authorized, acting on behalf of the Board, to approve participation
by districts in multidistrict youth exchange activities or projects.

The general secretary may remove a district from a multidistrict Youth Exchange activity
upon request of the multidistrict organization’s governing body with or without the consent
of the district governor of the district being removed.

The general secretary may remove a district from a multidistrict Youth Exchange activity
upon notice that they have failed to comply with the district certification program with or
without the consent of the district governor. (January 2017 Mtg., Bd. Dec. 87)

Source: May 1979 Mtg., Bd. Dec. 355; November 2004 Mtg., Bd. Dec. 108; January 2017 Mtg., Bd. Dec. 87; Amended by November
2001 Mtg., Bd. Dec. 45

32.090.5. Global Networking Groups

The general secretary may approve applications to incorporate global networking groups.
(June 2006 Mtg., Bd. Dec. 220)

Source: January 1976 Mtg., Bd. Dec. 161; Amended by June 2006 Mtg., Bd. Dec. 220

32.090.6. Recognition of Rotary Fellowships

The general secretary, in consultation with the Networking and Service Groups Committee,
is authorized to recognize Rotary Fellowships on behalf of the Board. (October 2018 Mtg.,
Bd. Dec. 58)

Source: October 2013 Mtg., Bd. Dec. 43; Amended by October 2015 Mtg., Bd. Dec. 58; October 2018 Mtg., Bd. Dec. 58

32.090.7. Suspension of Services to Fellowships

The general secretary, acting on behalf of the Board, may suspend services provided to a
fellowship, with or without the consent of the fellowship's officers or members, for failure to
function in accordance with RI policy. (June 2017 Mtg., Bd. Dec. 149)

Source: June 2004 Mtg., Bd. Dec. 257; Amended by June 2017 Mtg., Bd. Dec. 149

32.090.8. Termination of a Suspended Fellowship’s Recognition

The general secretary, acting on behalf of the Board, may terminate a suspended
fellowship's recognition, with or without the consent of the fellowship's officers or
members, for failure to reinstate. (June 2017 Mtg., Bd. Dec. 149)

Source: November 1989 Mtg., Bd. Dec. 96; May 2003 Mtg., Bd. Dec. 381; January 2017 Mtg., Bd. Dec. 113

32.090.9. Termination of a Rotary Fellowship

The general secretary, acting on behalf of the Board, may terminate a Rotary Fellowship
in cases where the group has decided to voluntarily disband. (June 2017 Mtg., Bd. Dec.
149)

Source: November 2005 Mtg., Bd. Dec. 78; Amended by June 2017 Mtg., Bd. Dec. 149
Rotary Code of Policies 206
June 2020

32.090.10. Suspension of Rotary Action Groups

The general secretary, acting on behalf of the Board, may suspend services provided to a
Rotary Action Group, with or without the consent of the group's officers or members, for
failure to function in accordance with RI policy. (June 2017 Mtg., Bd. Dec. 149)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by June 2017 Mtg., Bd. Dec. 149

32.090.11. Reinstatement of Suspended Rotary Action Groups

The general secretary, acting on behalf of the Board, may reinstate a suspended Rotary
Action Group. (June 2017 Mtg., Bd. Dec. 149)

Source: January 2017 Mtg., Bd. Dec. 113

32.090.12. Termination of Rotary Action Groups

The general secretary may, acting on behalf of the Board, terminate a Rotary Action Group
in cases where the group has decided to voluntarily disband. (June 2017 Mtg., Bd. Dec.
149)

Source: November 2005 Mtg., Bd. Dec. 78; Amended by June 2017 Mtg., Bd. Dec. 149

32.090.13. Notification to District Governors of Terminations or Suspensions

The general secretary, acting on behalf of the Board, may notify district governors of
terminations or suspensions as appropriate. (June 2017 Mtg., Bd. Dec. 149)

Source: January 2011 Mtg., Bd. Dec. 137; Amended by January 2017 Mtg., Bd. Dec. 113

32.090.14. Global Networking Group Name Changes

The general secretary is authorized to approve changes to the official name of any Global
Networking Group on behalf of the Board, provided that the name is in accordance with
RI policy. (October 2014 Mtg., Bd. Dec. 82)

Source: October 2014 Mtg., Bd. Dec. 82

32.090.15. Service Awards

The general secretary is authorized to deem ineligible any nomination of a Rotarian who
is prohibited from participating in the programmatic activities of Rotary International or
The Rotary Foundation at the time of selection.

The general secretary is further authorized to rescind an individual’s Service Above Self
Award if requested by the nominator and in consultation with the director of the zone,
provided the award has not been presented or announced publicly and there are
extraordinary circumstances that warrant such action. The general secretary may also
rescind the service awards from past recipients provided there are extraordinary
circumstances that warrant such action. The general secretary shall notify the president
whenever a service award is rescinded. (October 2019 Mtg., Bd. Dec. 67)

Source: June 2005 Mtg., Bd. Dec. 301; Amended by November 2008 Mtg., Bd. Dec. 66; October 2019 Mtg., Bd. Dec. 67
Rotary Code of Policies 207
June 2020

32.090.16. Collaborating Organizations

The general secretary is authorized to determine designation criteria for collaborating
organizations and to oversee their selection and approval. (January 2019 Mtg., Bd. Dec.
80)

Source: October 2018 Mtg., Bd. Dec. 47

Cross References

34.030.7. Use of the Rotary Emblem with Program Emblems

41.050.23. Multidistrict Youth Exchange Program
42.030.11. Suspension and Termination of Recognition


Rotary Code of Policies 208
June 2020

Article 33. RI Secretariat

33.010. Secretariat Staff Policies and Benefits

33.020. Staff Outside Involvement with Rotary
33.030. Secretariat International Offices
33.040. Deadlines for Receipt of Documents

33.010. Secretariat Staff Policies and Benefits

33.010.1. Equal Opportunity Employment

The Board adopted the following statement of policy relating to equal opportunity
employment and affirmed that this has been, is and shall continue to be, the policy of RI
with respect to its employment practices.

Rotary International is an equal opportunity employer, and, accordingly, in its employment

and personnel practices and procedures, does not discriminate because of race, color,
religion, national origin, ancestry, sex, marital status, veteran status, handicap, or age, and
is in full compliance with Title VII of the Civil Rights Act of 1964, the Age Discrimination
in Employment Act of 1967, the Illinois Human Rights Act, the Illinois Fair Employment
Practices Act of 1975 as amended, and all other applicable federal, state and local laws.

The general secretary is responsible for implementing this policy. The general secretary
shall inform the Board thereon, from time to time but not less often than annually. (June
1998 Mtg., Bd. Dec. 348)

Source: March 1990 Mtg., Bd. Dec. 194

33.010.2. Open Recruitment Policy

RI shall operate an open recruitment policy which requires the internal communication of
all vacancies and, in the event that such vacancy is not filled from staff, there shall be
public advertising of such vacancies regardless of other recruitment means being employed.
However, nothing in this decision shall limit the transfer, promotion or posting of staff
within a re-organization scheme or individual planned career development program. (June
1998 Mtg., Bd. Dec. 348)

Source: July 1995 Mtg., Bd. Dec. 8

33.010.3. Employment Contracts for RI Staff

Any employment contracts or agreements must be entirely reviewed and specifically
approved by the Board. Such authority is not delegated to the Executive Committee or to
any officer. (June 1998 Mtg., Bd. Dec. 348)

Source: February 1996 Mtg., Bd. Dec. 238

33.010.4. Employee Assistance Program

An employee assistance program shall be maintained at RI expense. (June 1998 Mtg., Bd.
Dec. 348)

Source: June 1990 Mtg., Bd. Dec. 305

Rotary Code of Policies 209
June 2020

33.010.5. RI Staff Retirement Plan Committee Charter

The RI Board has delegated all fiduciary and settlor authority and responsibility, including
the investment and management of the assets of the Rotary International 401(k) Plan (the
Plan), to the Rotary International World Headquarters Retirement Plan Committee (RPC).

The committee is constituted as follows:

• The RPC shall be responsible for the Plan’s operation and administration in accordance
with applicable law and the Plan’s legal documents, shall be the Plan’s “named
fiduciary” (within the meaning of the United States’ Employee Retirement Income
Security Act of 1974 (ERISA)), and shall exercise its rights and duties for the Plan’s
administration and operation as specified under applicable law or the applicable Plan
documents

• The RPC shall be responsible for deciding (in accordance with the Plan’s terms) benefit
claims and appeals of benefit claim decisions under the Plan

• Effective 1 January 2016, individuals maintaining the following RI titles shall

constitute the RPC’s membership: the Chief Financial Officer; the Director, Human
Resources; the Manager, Compensation and Benefits; and the Director, Investments &
Treasury

except that, in no event, shall the RPC have authority to adopt any Plan amendment that
would modify the structure of RI’s funding obligations under the Plan or that would
otherwise materially restructure the Plan.

2. authorizes the RPC to establish or amend a charter setting forth rules concerning its
manner of action and any rules or procedures deemed necessary or advisable to enable
it to carry out its responsibilities under the Plan. (January 2016 Mtg., Bd. Dec. 104)

Source: October 2015 Mtg., Bd. Dec. 41

33.010.6. Staff Group Insurance Plan

Participation by World Headquarters staff in a health insurance plan shall be on a voluntary
basis provided the employee has health insurance coverage by some other source. (June
1998 Mtg., Bd. Dec. 348)

Source: July 1989 Mtg., Bd. Dec. 46

33.010.7. Automobile Reimbursement Policy

For all those authorized to travel at the expense of RI, reimbursement for travel by
automobile shall be at the established current mileage rate, plus actual en route stopover
expenses. The total of such reimbursement shall not exceed the amount of round-trip air
fare calculated in accordance with the established policy for reimbursement of air
transportation expense. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1984 Mtg., Bd. Dec. 403

Rotary Code of Policies 210
June 2020

33.010.8. Dental Insurance Plan for Staff

Dental insurance coverage shall be included as a part of the World Headquarters employees’
health insurance program. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1981 Mtg., Bd. Dec. 455

33.010.9. Recognition Dinner for Staff

A recognition dinner for staff having been employed at RI for specified periods will be
held annually. An appropriate amount shall be included annually in the RI budget to cover
the cost of such dinner. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1983 Mtg. Dec. of Exec. Comm. E-13

33.010.10. Recognition for Outstanding Staff Community Service

The Board has established an recognition for Outstanding Staff Community Service. (April
2016 Mtg., Bd. Dec. 166)

Source: June 1997 Mtg., Bd. Dec. 304; Amended by April 2016 Mtg., Bd. Dec. 166

33.010.11. Staff Tuition Reimbursement Program

An employee tuition reimbursement program shall be maintained at RI expense. (June
1998 Mtg., Bd. Dec. 348)

Source: November 1987 Mtg., Bd. Dec. 203

33.010.12. Long-Term Disability Benefits

After a RI employee has been receiving long-term disability benefits for six months, the
staff member’s employment will be terminated and he or she will be responsible for all
benefit plan costs. Prior to termination, the staff member may elect to continue in the RI
group health plan for 18 months as a direct pay member provided by the US Consolidated
Omnibus Budget Reconciliation Act (COBRA) regulations. After 18 months as a direct
pay member under COBRA regulations, the person may convert to individual coverage at
individual rates. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1989 Mtg., Bd. Dec. 114

33.010.13. Liability Insurance for Staff

RI shall provide personal injury and property damage liability insurance for staff members
on Rotary business trips. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1979 Mtg., Bd. Dec. 248

33.010.14. 401(k) Match

There shall be an employer match of 3.5% of employee contributions to the RI 401(k) plan.
(June 2008 Mtg., Bd. Dec. 227)

Source: June 1998 Mtg., Bd. Dec. 398; Amended by February 2007 Mtg., Bd. Dec. 214; June 2008 Mtg., Bd. Dec. 227
Rotary Code of Policies 211
June 2020

33.010.15. Employee Vacation Pay For Time Not Taken

The general secretary may authorize, under certain circumstances and where allowed by
local laws, employee vacation pay for time not taken. (August 1999 Mtg., Bd. Dec. 43)
Source: February 1999 Mtg., Bd. Dec. 271

33.010.16. Review of Compensation to General Secretary and General Managers

In order to assure compliance with United States income tax statutes, the Executive
Committee, in a manner consistent with United States Treasury Regulation Section
53.4958-6, or any successor regulations that may be in effect from time to time, shall
review the amounts paid to the general secretary and the senior staff of the Secretariat, so
as to assure that such payments are "reasonable," as that term is defined in the regulation.

This matter shall be reviewed annually at the Board’s final meeting of each year as part of
the general review of the compensation to be paid to the general secretary and the senior
staff. (November 2001 Mtg., Bd. Dec. 45)
Source: June 2001 Mtg., Bd. Dec. 450

33.010.17. Hiring or Termination of Key Employees

The procedures relative to hiring or termination of key employees shall be as follows:

a. With regard to the position of general counsel, any decision relative to hiring or
termination of the individual holding this position shall be made by the general secretary
subject to approval by the Executive Committee of the Board.

b. With regard to the position of internal audit manager, any decision relative to the hiring
or termination of the individual holding this position shall be made by the general secretary
subject to the approval of the Executive Committee of the Board in consultation with the
Audit Committee.

c. With regard to the position of deputy general secretary and any general manager position,
any decision relative to the hiring of an individual to hold one of these positions shall be
made by the general secretary subject to the approval of the Executive Committee of the
Board, provided that the general secretary shall also consult the chair of the Foundation
Trustees if such action applies to any general manager assigned to work full time for The
Rotary Foundation of RI.

d. The annual compensation and performance appraisals of the following Rotary

International and TRF employees shall be disclosed by the general secretary to the full
Board annually at its second meeting: deputy general secretary, any general manager
position, and any other position that reports directly to the general secretary. (April 2016
Mtg., Bd. Dec. 157)

Source: May 2011 Mtg., Bd. Dec. 198; Amended by May 2014 Mtg., Bd. Dec. 113; April 2016 Mtg., Bd. Dec. 157

33.010.18. Standard of Conduct for Interactions with Secretariat Staff

RI is committed to maintaining a professional work environment for its employees.
Rotarians are expected to interact with staff members in a professionally respectful,
collaborative, and courteous manner, whether such interaction be in person, or by
Rotary Code of Policies 212
June 2020

telephone, email, or other form of communication, and whether the interaction occurs in
an RI office, at a Rotary event or function or elsewhere. If an employee believes that he/she
has been mistreated or observes mistreatment of another staff member by a Rotarian in
connection with Rotary business then the employee is encouraged to report the alleged
mistreatment to his or her manager or another manager within Rotary.

Furthermore, RI is also committed to maintaining a work environment that is free of any

form of harassment, whether harassment is initiated by Rotarians, other volunteers,
employees, vendors, or others with whom employees have contact while performing their
jobs. RI will take appropriate measures to prevent and/or stop any such harassment. If an
employee believes that he/she has been harassed in connection with Rotary business, then
the employee is encouraged to report the alleged harassment to his or her manager or
another manager within Rotary. (September 2016 Mtg., Bd. Dec. 28)
Source: April 2016 Mtg., Bd. Dec. 164

33.020. Staff Outside Involvement with Rotary

33.020.1. Rotary Club Membership and Reimbursement of Expenses

The Board encourages qualified RI staff members to become Rotarians. With the prior
approval of the general secretary, RI will reimburse staff Rotarians the cost of the annual
dues charged by a Rotary club and all meals connected with attendance at regular club
meetings, including makeup of attendance at meetings of other clubs. In exceptional
circumstances, the general secretary may authorize reimbursement of additional expenses.
(April 2018 Mtg., Bd. Dec. 141)

Source: November 1999 Mtg., Bd. Dec. 255; Amended by April 2016 Mtg., Bd. Dec. 157; April 2018 Mtg., Bd. Dec. 141

33.020.2. Attendance of Staff at Rotary Events

The policy for staff attendance at Rotary events is as follows:

All invitations for RI staff members to attend any Rotary institute, club or district function
or any other Rotary meeting or event shall be sent to the general secretary, who shall
determine whether such invitations should be accepted and which staff member(s) should
attend which meeting or event. In making such determinations, the general secretary shall
be satisfied that the requested attendance could enhance the work of the staff member(s)
assigned or that the meeting or event itself is of such significance that staff representation
could be considered complementary to the public relations, field service or other program
objectives or the association.

For Rotary institutes, RI normally will pay the expenses of only one staff member to such
institute, except for staff attending to conduct seminars or other events arranged by RI, or
when the attendance of additional staff is consistent with the achievement of any authorized
program activity for which funds have been appropriated and are available. The expenses
of other staff invited and assigned by the general secretary to an institute shall be borne by
that institute. Staff attendance at club or district functions shall be at no or minimal expense
to RI.
Rotary Code of Policies 213
June 2020

Where practical, staff attendance at all club, district, regional/zone or other Rotary
meetings or events shall be combined with other official travel by such staff. (June 1998
Mtg., Bd. Dec. 348)

Source: July 1989 Mtg., Bd. Dec. 83

Cross References

69.020.10. RI Staff Travel

33.030. Secretariat International Offices

33.030.1. Support From International Offices

The general secretary shall monitor the operation of International Offices and make
necessary adjustments in the allocation of responsibilities assigned to the respective
International Offices so that the services provided to clubs and districts are rendered in the
most cost-effective manner possible.

Because a significant part of the work of international offices relates to The Rotary
Foundation, TRF should be involved in all discussions and decisions regarding changes
and operational performance in international offices. (April 2016 Mtg., Bd. Dec., 157)

Source: July 1989 Mtg., Bd. Dec. 47; February 2001 Mtg., Bd. Dec. 276

33.030.2. Report on International Office Operations

The general secretary shall provide an annual detailed report on International Office
operations to the Board and The Rotary Foundation Trustees. (August 2000 Mtg., Bd. Dec.
43)

Source: May 2000 Mtg., Bd. Dec. 376

33.030.3. Audit of International Offices

Audit Services shall conduct or oversee an audit or limited review of each international
office as necessary, based on a risk assessment approach supervised and authorized by the
general auditor, general secretary, and the RI Audit Committee. All offices should be
audited not less than once every seven years, with interim limited reviews as necessary.
(October 2013 Mtg., Bd. Dec. 30)

Source: February 2001 Mtg., Bd. Dec. 276; Amended by June 2006 Mtg., Bd. Dec. 277; June 2007 Mtg., Bd. Dec. 226; October 2013
Mtg., Bd. Dec. 30

33.030.4. Establishment of Additional International Offices

Before implementation, proposals for any new International Offices shall be reviewed by
the Finance Committee for recommendation to the Board. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1989 Mtg., Bd. Dec. 256

Rotary Code of Policies 214
June 2020

33.040. Deadlines for Receipt of Documents

In relation to the receipt of various kinds of documents as specified in the constitutional documents
of RI by specified deadline dates, the general secretary shall accept as valid all documents received
on the first day on which the office is open for business after a specified deadline date, if the office
is not open for business during the actual day of the deadline. (February 2003 Mtg., Bd. Dec. 194)

Source: February 1984 Mtg., Bd. Dec. 284


Rotary Code of Policies 215
June 2020

Article 34. Rotary Marks

34.005. Definition of Rotary Marks

34.010. Registration of Rotary Marks
34.020. Permission to Use Rotary Marks
34.030. Use of Emblem
34.040. Use of Name
34.050. Use of Stationery
34.060. Other Rotary Emblems
34.070. Reproduction of the 4-Way Test
34.080. Rotary Mottos

34.005. Definition of Rotary Marks

The "Rotary Marks" include all of the below listed word and design marks, plus the annual RI
Convention logos, the RI Presidential themes and theme logos, among numerous others. These
marks are trademarks and service marks owned by Rotary International and used by Rotary clubs,
Rotary districts, and other Rotary Entities under guidelines promulgated by the Board, which is
entrusted with authority to maintain, preserve and otherwise protect the use of RI's intellectual
property marks under section 19.010. of the bylaws of the association. Rotary clubs, Rotary
districts, and other Rotary Entities are encouraged to use the Rotary Marks under RI guidelines.
However, global ownership rights remain with RI in accordance with the bylaws in order to
maintain the integrity and exclusivity of ownership of the Rotary Marks and to preserve and protect
them for use by Rotarians throughout the world. (RIB 19.010.) The registration of RI’s intellectual
property by RI enhances the association’s exclusive use of the marks and strengthens RI’s position
to prevent misuse by other individuals and entities. Rotary Entities and Rotarians are therefore
asked not to apply for trademark registration of the Rotary Marks or any abbreviations or portions
thereof.

• Brasil Rotário® • Interota®

• CAMBERWELL ROTARY ART SHOW® • Jornal Do Rotariano®
• CENTRE D`ETUDES INTERNATIONALES • KALEIÇI ROTARY KULÜBÜ 1991 and
SUR LA PAIX ET LA RESOLUTION DES Design®
CONFLITS® • KALEIÇI ROTARY KULÜBÜ
• CENTRE ROTARY D'ETUDES AKDENIZ ULUSLARARASI
INTERNATIONALES SUR LA PAIX ET LA YÜKSEKÖGRETIM TANITIM
RESOLUTION DES CONFLITS® GÜNLERI and Design®
• Colombia Rotária® • One Profits Most Who Serves Best
• Doing Good In The World • Paul Harris®
• El Rotário De Chile® • Paul Harris Fellow®
• El Rotário Peruano® • Paul Harris Society
• España Rotaria® • People Of Action
• End Polio Now • Philippine Rotary
• Interact® • Portugal Rotário®
• Interact Club® • The Permanent Fund to Secure
• International H2O Collaboration Tomorrow®
• PolioPlus®
Rotary Code of Policies 216
June 2020

• PPH • ‫( روتارى‬Rotary in Arabic)

• Preserve Planet Earth • 扶轮® (Rotary in Chinese)
• RCC • ‫( ®רוטרי‬Rotary in Hebrew)
• Revista Rotaria® • ロータリー® (Rotary in Katakana)
• Revista Rotary Brasil®
• RI® • 로타리® (Rotary in Korean)
• RITS® • РОТАРИ® (Rotary in Russian)
• Rotaract® • РОТАРІ (Rotary in Ukrainian)
• Rotaract Club® • Rotary Africa
• Rotaria® • Rotary Contact
• Rotarian® • Rotary Dergisi
• The Rotarian® • Rotary Down Under®
• O Rotariano® • Rotary en México®
• Le Rotarien® • Rotary Good News
• leRotarien® • Rotary Korea
• Rotary® • 로타리 코리아 (Rotary Korea in
• Rotary Brasil® Korean)
• Rotary Canada • Rotary in the Balkans
• Rotary Club® • РОТАРИ НА БАЛКАНИТЕ (Rotary in
• Rotary Community Corps the Balkans in Bulgarian)
• The Rotary Foundation® • РОТАРИ НА БАЛКАНОТ (Rotary in
• The Rotary Foundation of Rotary the Balkans in Macedonian)
International® • РОТАРИ НА БАЛКАНУ (Rotary in the
• Rotary Global Rewards Balkans in Serbian)
• Rotary Images • Rotary Italia
• Rotary International® • Rotary Magazin
• Rotary International Travel Service® • Rotary Magazin D2441®
• Rotary Leader® • Rotary News
• ロ-タリ- の友® (Rotary No Tomo) • Rotary Norden
• The Rotary No Tomo® • Rotary Polska®
• ROTARY/One® • Rotary Samachar
• Rotary.org • Rotary Suisse Liechtenstein
• Rotary World® • Rotary Thailand
• Rotary World Magazine Press • Rotary Youth Leadership Awards
• Rotary Youth Exchange • RWMP
• Revista Rotary Brasil • RYE
• Rotario • RYLA®
• Rotarianin® • Service Above Self®
• Rotariano® • Taiwan Rotary®
• Rotariets • 台灣扶輪® (Taiwan Rotary in Chinese)
• РОТАРІЄЦЬ (Rotariets in Ukrainian) • TRF®
• Rotarismo • Vida Rotária
Rotary Code of Policies 217
June 2020

®
®

® ®

®
®

®
®

®
®

(January 2020 Mtg., Bd. Dec. 85)

Source: May 2000 Mtg., Bd. Dec. 399; Amended by November 2006 Mtg., Bd. Dec. 35; January 2008 Mtg., Bd. Dec. 142; November 2009 Mtg.,
Bd. Dec. 28; June 2010 Mtg., Bd. Dec. 182; September 2011 Mtg., Bd. Dec. 34; May 2015 Mtg., Bd. Dec. 166; September 2016 Mtg., Bd. Dec.
28; June 2017 Mtg., Bd. Dec. 149; September 2017 Mtg., Bd. Dec. 24; October 2019 Mtg., Bd. Dec. 29; January 2020 Mtg., Bd. Dec. 85

34.010. Registration of Rotary Marks

The general secretary shall monitor and protect RI's intellectual property according to established
policy. As often as practicable, the general secretary shall make efforts to register the Rotary
Marks as trademarks and service marks in countries in which RI has a presence. Neither Rotary
Entities nor individual Rotarians may register any of the Rotary Marks or any abbreviations or
portions thereof. Any Rotary Entities or Rotarians that may have obtained trademark registrations
on the Rotary Marks or any abbreviations or portions thereof are asked to transfer ownership to RI
in order to comply with section 19.010. of the bylaws of the association. (January 2020 Mtg., Bd.
Dec. 85)

Source: November 1995 Mtg., Bd. Dec. 78; February 2003 Mtg., Bd. Dec. 225; September 2017 Mtg., Bd. Dec. 24; January 2020 Mtg., Bd. Dec.
85
Rotary Code of Policies 218
June 2020

34.020. Permission to Use Rotary Marks

The Board has adopted the following regulations and conditions for use of the Rotary Marks by
those seeking to do so:

1) All dies, stamps, mold, cuts or other impressions of the Rotary Marks shall conform exactly to
the description and specifications of the official emblems authorized and adopted by RI. The
Rotary Marks shall not be mutilated in any way nor shall they have anything superimposed upon
them.

2) For correct color reproductions of the Rotary emblem, current guidelines are found in the Brand
Center at https://brandcenter.rotary.org and in “Voice and Visual Identity Guidelines,” which give
further specifications for reproducing the Rotary emblem and guidelines for maintaining a
standardized, coordinated identity for all Rotary materials (547A).

3) The emblem shall not be manufactured or used in combination with any other emblem or name
except in accordance with RI’s sponsorship and cooperative relationship policies and under the
provisions of RI’s licensing system.

4) The Rotary emblem shall not be printed or used in any manner on the business stationery or
business cards of any person, firm, or corporation (except RI and the member clubs of RI which
may make such use of the emblem).

5) The Rotary emblem shall not be used by any person, firm or corporation as a trademark, nor
shall the word "Rotary" be used as a trade name or brand or as descriptive of any article of
merchandise. (October 2015 Mtg., Bd. Dec. 37)

Source: January 1956 Mtg., Bd. Dec. 94; Amended by November 2000 Mtg., Bd. Dec. 133; Amended by November 2007 Mtg., Bd. Dec. 32;
October 2015 Mtg., Bd. Dec. 37

34.030. Use of Emblem

34.030.1. Rotary Emblem Specifications

The official emblem of RI is a gear wheel of six spokes or arms, 24 teeth or cogs and a
keyway; one tooth is placed on the center line of each arm and three in between the center
lines of arms. The wheel is designed in accordance with the proportions given in the table
below. The two words “Rotary International” appear in depressed spaces in the rim. With
the wheel standing on edge, the word “Rotary” appears in the depression at the top which
occupies a space of about five teeth, and the word “International” appears in the depression
at the bottom which occupies the space of about nine and one-half (9 1/2) teeth. On each
side and between these two depressions are two other depressions without lettering. The
space between any two of these four depressions is about two units in accordance with the
proportions given below and the space between the depressions and either edge of the rim
is one and one-half (1 1/2) units. The arms are tapered and elliptical in cross-section. When
the wheel is standing on edge with the word “Rotary” at the top, the center lines of two
opposing arms form a vertical diameter of the wheel, and bisect the keyway which has
reached the highest point in its revolution. The sides of the teeth are slightly convexed
Rotary Code of Policies 219
June 2020

outward, so that the space left between teeth is approximately mechanically correct. The
proportions for the correct design are

Overall diameter 61 units

Center to base or root of teeth 26 units
Width of rim (inside edge to base of teeth) 8½ units
Hub diameter 12 units
Shaft diameter 7 units
Arms or Spokes
Width where they join the rim (sides projected) 5 units
Width at center of shaft (sides projected) 7 units
Vertical section of keyway
Width 1¾ units
Depth 7/8 units
Teeth or cogs
Width at base 4¼ units
Width at tip 2¼ units
Height 4½ units
Lettering
Width of depressed space 5½ units
Height of letters 4 units

It should be noted that in order to make the wheel more emblematic of service, a keyway
has been added to the above description. In a one-dimensional reproduction, the hub of the
gear wheel should be demarcated by a circle surrounding the keyway. If it is a three-
dimensional reproduction, the hub should be raised. And furthermore, the position of the
spokes has been established. For correct color reproductions of the Rotary emblem, current
guidelines are found in the Brand Center at https://brandcenter.rotary.org and in “Voice
and Visual Identity Guidelines,” which give further specifications for reproducing the
Rotary emblem and guidelines for maintaining a standardized, coordinated identity for all
Rotary materials (547A). (May 2015 Mtg., Bd. Dec. 166)
Source: January 1924 Mtg., Bd. Dec. VIII-(a); COL 80-102; November 2000 Mtg., Bd. Dec. 133; June 2001 Mtg., Bd. Dec. 380;
Amended by November 2007 Mtg., Bd. Dec. 32; June 2013 Mtg., Bd. Dec. 242; May 2015 Mtg., Bd. Dec. 166

34.030.2. Authorized Use of the Rotary Emblem

The use of the Rotary Emblem is authorized

a) On all stationery and printed matter issued by RI or member clubs thereof

b) In the official Rotary flag

c) On badges, banners, decorations and printed matter of Rotary conventions and all other
official Rotary functions, and on furniture or furnishings (including rugs and carpets) of RI
or member clubs

d) On road signs of member Rotary club

e) As a lapel button to be worn by Rotarians

Rotary Code of Policies 220
June 2020

The following constitute improper usage:

a) As a trademark or special brand of merchandise

b) When used in combination with any other emblem or name, except in accordance with
RI’s sponsorship, partnership, cooperative relationship and other third party relationship
policies and under the provisions of RI’s licensing system and RI’s member benefit
program

c) On business stationery or business cards of individual Rotarians

d) When used for any commercial purposes

The following use of the emblem, while not encouraged, is permissible: On articles for
personal use of or greetings from Rotarians and their families.

The following use is discouraged: On doors or windows of Rotarians' business premises

unless a Rotarian is a participant in RI’s member benefit program and such use does not
imply, directly or indirectly, an endorsement by Rotary International or a Rotary Entity.
(September 2016 Mtg., Bd. Dec. 28)

Source: COL 80-102; June 2001 Mtg., Bd. Dec. 381 Amended by November 2007 Mtg., Bd. Dec. 32; October 2014 Mtg., Bd. Dec.
38; October 2014 Mtg., Bd. Dec. 60; September 2016 Mtg., Bd. Dec. 28. Affirmed by February 2002 Mtg., Bd. Dec. 172

34.030.3. Use of Name and Emblem on Personal Cards and Stationery of Rotarians
Rotarians are encouraged to use the Rotary name and emblem on personal cards and
stationery. (June 2002 Mtg., Bd. Dec. 245)

Source: February 2002 Mtg., Bd. Dec. 172

34.030.4. Use of Name and Emblem on Business Cards and Stationery of Rotarians
The Rotary emblem may not be included on the business stationery or business cards of
individual Rotarians. (June 1998 Mtg., Bd. Dec. 348)

Source: COL 80-102; November 1996 Mtg., Bd. Dec. 69

34.030.5. Use of Distinctive Regalia to Indicate Position in Rotary

The use by Rotarians of distinctive badges, jewels, ribbons, etc., indicative of official
position in Rotary is not in harmony with an organization of business and professional
people and community leaders. Accordingly, the use of such regalia is disapproved except
in those countries where local custom dictates otherwise, with the understanding that the
simple and temporary nameplates and ribbon badges used at Rotary conventions and
conferences are not included in this disapproval. (June 2007 Mtg., Bd. Dec. 226)

Source: April 1929 Mtg., Bd. Dec. IV(q); Amended by January 1956 Mtg., Bd. Dec. 98, June 2007 Mtg., Bd. Dec. 226

34.030.6. Use of the Masterbrand Signature, Simplified Signature, Mark of Excellence or

other Rotary Marks by Rotary Entities
When used by itself, the word “Rotary” or the Rotary Emblem normally refers to the entire
organization, Rotary International. It also means the ideals and principles of the
Rotary Code of Policies 221
June 2020

organization. All club, district, multidistrict and other Rotary Entity activities, projects and
organizations must include identifiers of the club, district, multidistrict group or other
Rotary Entity when using the Rotary Emblem or other Rotary Marks. In limited instances
and in RI’s sole discretion, a geographic identifier may be used, provided it accurately
represents the interests of each club in that area and appropriate approvals are sought from
the district governors and/or the club presidents. Such identifier must be in close proximity
to and in equal prominence with the Rotary Emblem or other of the Rotary Marks.

The Rotary Marks must always be reproduced in their entirety. No alterations, obstructions
or modifications of the Rotary Marks are permitted. The simplified wheel is to be used
only together with “Rotary” as part of the simplified signature lock-up or with “Interact”
or “Rotaract” as part of the simplified signatures. RI allows for overwriting of the Rotary
emblem or other Rotary Mark (watermarked, printed, screened or embossed), provided the
Rotary emblem or other Rotary Mark is not otherwise partially covered and/or obstructed.

For correct color reproductions of the Rotary emblem or other of the Rotary Marks, current
guidelines are found in the Brand Center at https://brandcenter.rotary.org and in “Voice
and Visual Identity Guidelines,” which give further specifications for reproducing the
Rotary emblem and guidelines for maintaining a standardized, coordinated identity for all
Rotary materials (547A). Rotarians are reminded that Rotary is both a local and a global
organization and even local uses may enjoy global recognition through the use of the
Internet and other electronic communications. Different cultures have different standards
and different sensitivities. Any use of the Rotary Marks under these guidelines should
attempt to be culturally sensitive and in concert with the Object of Rotary. RI reserves the
right to review and approve any uses of the Rotary Marks. The Rotary Marks may not be
depicted in combination with images of guns, weapons, or other armaments. (October
2019 Mtg., Bd. Dec. 57)

Source: May 2000 Mtg., Bd. Dec. 399; Amended by June 2013 Mtg., Bd. Dec. 242; January 2015 Mtg., Bd. Dec. 117; May 2015 Mtg.,
Bd. Dec. 166; May 2015 Mtg., Bd. Dec. 195; July 2015 Mtg., Bd. Dec. 16; October 2015 Mtg., Bd. Dec. 37; June 2017 Mtg., Bd. Dec.
172; September 2017 Mtg., Bd. Dec. 24; April 2019 Mtg., Bd. Dec. 172; October 2019 Mtg., Bd. Dec. 29; October 2019 Mtg., Bd. Dec.
57

34.030.7. Use of the Rotary Emblem with Program Emblems

The Rotary emblem may be incorporated in insignia which include names or other
emblems descriptive of a Rotary program, provided that the insignia are under the
exclusive control of the Board and that no such insignia will be used in a pin that can easily
be mistaken for the RI emblem lapel pin reserved for Rotarians and honorary Rotarians.

All program logos currently used by RI and its Foundation, and all such logos deemed
necessary in the future, should include the Rotary emblem.

The general secretary is authorized to approve, on behalf of the Board, specific insignia for
Rotary-sponsored programs that incorporate the Rotary emblem for use by program
participants, provided that such actions meet the requirements of the RI Constitution
(article 13) and Bylaws. (June 2013 Mtg., Bd. Dec. 196)

Source: February 1984 Mtg., Bd. Dec. 332; October 1993 Mtg., Bd. Dec. 103; March 1994 Mtg., Bd. Dec. 205; Amended by June
2007 Mtg., Bd. Dec. 226; June 2013 Mtg., Bd. Dec. 196
Rotary Code of Policies 222
June 2020

34.030.8. Deviation from Official Emblem

No deviation from the official RI emblem shall be authorized. The simplified wheel is to
be used only together with “Rotary” as part of the simplified signature lock-up or with
“Interact” or “Rotaract” as part of the simplified signatures. (October 2019 Mtg., Bd. Dec.
57)

Source: June 1950 Mtg., Bd. Dec. 190; June 2013 Mtg., Bd. Dec. 242; May 2015 Mtg., Bd. Dec. 195; April 2019 Mtg., Bd. Dec. 172;
October 2019 Mtg., Bd. Dec. 29; October 2019 Mtg., Bd. Dec. 57

34.030.9. Symbolic Representations of Rotary

No statue, icon or other permanent symbolic representation purporting to express or
interpret the spirit of Rotary shall be adopted, accepted, authorized or recognized. Only
the established official emblem of Rotary International shall be recognized. All other
efforts to express the spirit of Rotary in symbolism should be and are discouraged. (June
1998 Mtg., Bd. Dec. 348)
Source: June 1921 Mtg., Bd. Dec. 5

34.030.10. Official Flag

The Official Flag of Rotary consists of a white field with the official emblem of the
organization emblazoned in the center of the flag. The entire wheel should be of gold, with
the four depressed spaces in the rim of royal blue. The words "Rotary" and "International"
in the depressions should be of gold. The hub and the keyway white. A Rotary club
displaying this flag as a club flag may use in large blue letters above the wheel the words
"Rotary Club" and below the wheel the names of the city and State [state], or province, or
country. (June 1998 Mtg., Bd. Dec. 348)
Source: COL 80-102

34.030.11. Rotary Flag and Banners

The general secretary shall create and update from time to time, flag and banner prototypes
that are in alignment with current brand guidelines to be used by the membership, in order
to create a standardized, coordinated identity for all Rotary materials. (See “Voice and
Visual Rotary Guidelines.”) (October 2015 Mtg., Bd. Dec. 84)
Source: October 2015 Mtg., Bd. Dec. 84

34.030.12. Official Colors

The official colors of RI are royal blue and gold. (Note: Gold can be represented as a
metallic color or as a yellow. The following specific PMS colors are used when printing
the Rotary Emblem and the Rotary Foundation logo: PMS 286 Blue; PMS 871 Metallic
Gold or PMS 129U | 130C Yellow. (June 2013 Mtg., Bd. Dec. 242)
Source: COL 80-102; Amended by November 2000 Mtg., Bd. Dec. 133; November 2007 Mtg., Bd. Dec. 32; June 2013 Mtg., Bd. Dec.
242

34.030.13. Commercialization of the RI Name and Emblem

Sponsorship, partnership and cooperative relationships and participation in RI’s member
benefit program are not commercialization of the RI emblem and other Rotary Marks. The
second sentence of RI Bylaws section 19.020. is sequential to the first, and hence would not
prohibit,
Rotary Code of Policies 223
June 2020

a) for sponsorship purposes, the use of the RI emblem and other Rotary Marks with the mark
of another organization
b) for partnership purposes, the use of the RI emblem and other Rotary Marks with the mark
of another organization
c) for cooperative relationship purposes, the use of the RI emblem and other Rotary Marks
with the mark of another organization
d) for the purposes of RI’s member benefit program, the use of the RI emblem and other
Rotary Marks with the mark of another organization

Each sponsorship relationship should terminate with the completion of the sponsored event.

Any contract with a sponsor, partner or other cooperating organization of RI or TRF or a

participant in RI’s member benefit program must contain restrictive language in concert with
current Board policy regarding the use of the Rotary Marks. (September 2016 Mtg., Bd. Dec.
28)
Source: November 1995 Mtg., Bd. Dec. 74; February 1996 Mtg., Bd. Dec. 194; Amended by August 2000 Mtg., Bd. Dec. 64; October 2014
Mtg., Bd. Dec. 60; September 2016 Mtg., Bd. Dec. 28. Affirmed by October 1998 Mtg., Bd. Dec. 85

34.030.14. The Rotary Marks in Combination with Other Marks for Commercial Purposes
Except as specifically allowed under RI’s licensing system, and under RI’s member benefit
program or the provisions of RI’s sponsorship, partnership and other cooperative
relationship policies, the use of the Rotary Marks in combination with any other name or
emblem for any commercial purpose is not recognized by RI. None of the Rotary Marks
may be combined with or incorporated into the logo or insignia of another organization or
for any program not under the exclusive control of RI, no matter how worthy. (September
2016 Mtg., Bd. Dec. 28)

Source: July 1939 Mtg., Bd. Dec. 26; November 1995 Mtg., Bd. Dec. 74; Amended by November 2007 Mtg., Bd. Dec. 32. See also
March 1994 Mtg., Bd. Dec. 205; February 1984 Mtg., Bd. Dec. 332; November 1996 Mtg., Bd. Dec. 69; October 2014 Mtg., Bd. Dec.
60; September 2016 Mtg., Bd. Dec. 28

34.030.15. RI and TRF Guidelines for Use of the Rotary Marks by Other Organizations
1. For the limited use granted herein, Rotary International (hereinafter "RI") (or The Rotary
Foundation (hereinafter "TRF")) [strike out whichever does not apply] recognizes that
[name of sponsor, or other third party organization] (hereinafter "Other Organization") may
use the Rotary Marks, as defined below, in the following manner(s) and subject to the
following provisions.

2. Other Organization recognizes that RI is the owner of numerous trademarks and service
marks throughout the world, including, but not limited to, "Rotary," the Rotary emblem,
"Rotary International," "RI," "Rotary Club," "The Rotarian," "The Rotary Foundation," the
Rotary Foundation logo, "Rotarian," "Rotaract," "Rotaract Club," the Rotaract emblem,
"Interact," "Interact Club," the Interact emblem, "Interactive," "Paul Harris Fellow," the
image of Paul Harris, "PolioPlus," the PolioPlus logo, the convention logo, the Presidential
Theme logos, "Service Above Self," among others (the "Rotary Marks").

3. Nothing in the limited use granted herein will constitute an assignment or license of any
of the Rotary Marks by RI to Other Organization.
Rotary Code of Policies 224
June 2020

4. Other Organization recognizes that RI (or TRF) retains control over where recognition
materials are allowed to be displayed in the various venues of RI authorized meetings, RI or
TRF events or publicly displayed otherwise in connection with the sponsorship, partnership or
other third party relationship.

5. Other Organization recognizes that RI (or TRF) reserves the right to pre-approve
publications and other media in which Other Organization wishes to advertise using the
Rotary Marks, and to approve all uses of the Rotary Marks in any materials connected with
the sponsorship or partnership or other third party relationship in any and all media,
including, but not limited to, for publicity and promotional purposes. Other Organization
further recognizes that each use contemplated herein will be subject to a pre-publication
review and approval process by Rotary or Rotary’s legal counsel. RI retains the sole right
to specific denial or authorization of such use or, in the case of alteration (of copy or layout),
to be mutually agreed upon by the parties.

6. Other Organization agrees that any use of its logo in any advertisement or promotional
materials directly related to a sponsored Rotary event or project (including, but not limited
to, recognition materials such as banners or signs) must be of equal or lesser unit size to
the Rotary emblem (or other Rotary Marks, at the sole discretion of RI (or TRF)), unless
the Rotary emblem or other Rotary Mark is part of a repetitive background screen. RI
allows for overwriting of the Rotary emblem or other Rotary Mark (watermarked, printed,
screened or embossed), provided the Rotary emblem or other Rotary Mark is not otherwise
partially covered and/or obstructed. RI agrees that in cases where the Other Organization
might wish to highlight its role in sponsoring a Rotary event or project in conjunction with
its regular advertising, the Rotary emblem may be smaller than the Other Organization’s
logo.

7. Other Organization recognizes that, without altering the provisions set out in paragraph
6 above, the Rotary Marks may not be altered, modified or obstructed but must be
reproduced in their entirety. No abbreviations, prefixes or suffixes such as “Rota” are
permitted. The simplified wheel is to be used only together with “Rotary” as part of the
simplified signature lock-up or with “Interact” or “Rotaract” as part of the simplified
signatures.

There should be no overlap between Other Organization’s logo and the Rotary emblem or
other Rotary Mark; the two images should be clearly spaced so as to be two separate and
distinct images.

8. For correct color reproductions of the Rotary emblem and other of the Rotary Marks,
current guidelines are found in the Brand Center at https://brandcenter.rotary.org and in
“Voice and Visual Identity Guidelines,” which give further specifications for reproducing
the Rotary emblem and guidelines for maintaining a standardized, coordinated identity for
all Rotary materials (547A).

9. Other Organization recognizes that the Rotary Marks may only be reproduced by a
vendor authorized by RI to do so. Whenever possible, reproductions of the Rotary Marks
should be done by an RI officially licensed vendor. If the desired goods are not reasonably
available from a RI licensee, a release must be obtained from the RI Licensing Section.
Rotary Code of Policies 225
June 2020

10. If goods are being produced in connection with an alcohol industry sponsor, the Mark
of Excellence should not be included on the labels of the alcohol products.

11. Rotary is both a local and a global organization and even local uses may enjoy global
recognition through the use of the Internet. Different cultures have different standards and
different sensitivities. Any use of the Rotary Marks under these guidelines should attempt
to be culturally sensitive and in concert with the Object of Rotary. RI reserves the right to
review and approve any uses of the Rotary Marks. The Rotary Marks may not be depicted
in combination with images of guns, weapons, or other armaments. (October 2019 Mtg.,
Bd. Dec. 57)

Source: October 1998 Mtg., Bd. Dec. 86; Amended by August 2000 Mtg., Bd. Dec. 64; November 2000 Mtg., Bd. Dec. 133; November
2001 Mtg., Bd. Dec. 71; June 2002 Mtg., Bd. Dec. 245; November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd. Dec. 32; January
2008 Mtg., Bd. Dec. 142; June 2010 Mtg., Bd. Dec. 182; January 2012 Mtg., Bd. Dec. 201; June 2013 Mtg., Bd. Dec. 242; May 2015
Mtg., Bd. Dec. 166; May 2015 Mtg., Bd. Dec. 195; September 2016 Mtg., Bd. Dec. 28; June 2017 Mtg., Bd. Dec. 172; September
2017 Mtg., Bd. Dec. 24; April 2019 Mtg., Bd. Dec. 172; October 2019 Mtg., Bd. Dec. 29; October 2019 Mtg., Bd. Dec. 57

34.030.16. Rotary Marks on Publications

It is improper for the Rotary Marks to be used on a pamphlet, on a website, or in any other
promotional materials issued by anyone other than RI or another Rotary Entity, except in
accordance with RI’s sponsorship and cooperative relationship policies and under the
provisions of RI’s licensing system and RI’s member benefit program. (See Rotary Code
of Policies section 34.040.6.) (October 2015 Mtg., Bd. Dec. 37)

Source: June. 1930 Mtg., Bd. Dec. I; Amended by May 2003 Mtg., Bd. Dec. 324; November 2007 Mtg., Bd. Dec. 32; May 2011 Mtg.,
Bd. Dec. 202; October 2014 Mtg., Bd. Dec. 60; October 2015 Mtg., Bd. Dec. 37

34.030.17. Use of the Rotary Marks for Endorsement Purposes

It is not within the scope of RI or its member clubs to endorse programs or activities of any
other organization. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1955 Mtg., Bd. Dec. 87; November 1996 Mtg., Bd. Dec. 69

34.030.18. Compliance with RI Visual Brand Standards

Advertisements or other informational materials that are not compliant with Rotary’s brand
standards shall not be accepted for publication in Rotary media (including the Rotary
Global Media Network).

Exhibitions at official Rotary events, including the RI Convention and International

Assembly, shall not be permitted where materials are not compliant with Rotary’s brand
standards. Directors should provide leadership to ensure that the same standard is
maintained for Rotary-related events, such as Institutes, GETS, and PETS. (October 2019
Mtg., Bd. Dec. 29)

Source: April 2019 Mtg., Bd. Dec. 170

Cross References

34.040.3. Use of Rotary Marks by RI Officers in Publications

34.040.4. Use of Rotary Marks on Websites of RI Officers
35.010. General RI Licensing Principles
Rotary Code of Policies 226
June 2020

37.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

51.010.5. Use of Emblem in Magazine Advertising
52.020.1. Guidelines for Rotary Club, District, and other Rotary Entity Electronic Publications

34.040. Use of Name

When used by itself, the word “Rotary” normally refers to the entire organization, Rotary
International. It also means the ideals and principles of the organization. Use of the word “Rotary,”
by itself, is limited to those uses approved in the constitutional documents or as authorized by the
Board. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1928 Mtg. , November 1996 Mtg., Bd. Dec. 69. See also February 1996 Mtg., Bd. Dec. 198

34.040.1. Use of Name or Emblem for Political Means

Clubs shall not use the Rotary name or emblem or other of the Rotary Marks for the purpose
of furthering political campaigns. Any use of Rotary fellowship to gain political advantage
is foreign to the spirit of Rotary. (January 2020 Mtg., Bd. Dec. 85)
Source: February-March 1983 Mtg., Bd. Dec. 289; Amended by September 2016 Mtg., Bd. Dec. 28; January 2020 Mtg., Bd. Dec. 85

34.040.2. Use of Rotary Marks in Connection with Buildings and Other Permanent
Structures
The use of the Rotary Marks without the further identifying language of the Rotary club,
Rotary district or other Rotary Entity involved in connection with any project implies
financial or moral RI obligation in connection with such project. Therefore, to avoid any
future RI involvement, either directly or by implication, any Rotary club, Rotary district or
other Rotary Entity which contemplates the construction or acquisition of a building or
other permanent structure:

a) should ensure that neither the name of such venture nor any legal documents in
connection therewith reference either the name, “Rotary," without the further identifying
language of the Rotary club, Rotary district or other Rotary Entity involved or the name,
"Rotary International."

b) should not affix any of the Rotary Marks thereto in any permanent manner, such as
etching the Rotary name or emblem into the facade of a building or inlaying the Rotary
name or emblem into a floor. The Board will not require the removal of any Rotary Marks
which have been permanently affixed to a building prior to 2001 where the removal of such
would cause permanent and irreparable damage to the building, and/or incur unreasonable
costs to a Rotary club, Rotary district or other Rotary Entity. (See Rotary Code of Policies
section 34.040.6.) (July 2015 Mtg., Bd. Dec. 16)

Source: July 1944 Mtg., Bd. Dec. 26; Amended by November 2001 Mtg., Bd. Dec. 68; May 2011 Mtg., Bd. Dec. 202; July 2015 Mtg.,
Bd. Dec. 16

34.040.3. Use of Rotary Marks by RI Officers in Publications

Incoming, current, and past officers of RI and those Rotarians appointed by the president
or the Board to serve in various capacities are authorized to use the Rotary Marks in
publications, printed or electronic, in connection with their roles as RI leaders. In each
such instance, the use shall include a clear indication of the capacities in which they have
Rotary Code of Policies 227
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served and the years of such service to RI. Rotary senior leaders may publish and sell
books about their Rotary experiences without being licensed by RI, provided that all net
proceeds from the book sales are donated to TRF and the book publisher is either licensed
or released by RI to reproduce the Rotary Marks, with the approval of the general secretary.
Each such publication shall include in a prominent location a statement that it is not an
official publication of RI. (January 2010 Mtg., Bd. Dec. 107)

Source: October 2003 Mtg., Bd. Dec. 77; November 2009 Mtg., Bd. Dec. 48; Amended by January 2010 Mtg., Bd. Dec. 107

34.040.4. Use of Rotary Marks on Websites of RI Officers

Incoming, current, and past officers of RI and those Rotarians appointed by the president
or the Board to serve in various capacities are authorized to use the Rotary Marks on
websites developed in connection with their roles as RI leaders. In each such instance, the
use shall include a clear indication of the capacities in which they have served and the years
of such service to RI. Every consideration shall be made to ensure that it is clear that the
website is that of the Rotarian and not a RI site, so as to avoid confusion among Rotarians
and potential liability for RI. If necessary, the general secretary may require a disclaimer
to be placed on such websites. Use of the Rotary Marks in domain names should comply
with Board policy set forth in section 52.020.1. (October 2003 Mtg., Bd. Dec. 77)

Source: October 2003 Mtg., Bd. Dec. 77

34.040.5. Use of Name "Rotary" in Connection with Club or District Foundations

A Rotary club or group of clubs may use the name "Rotary" in connection with club or
district foundation activities, provided:

1. such use relates the activity to the club or clubs concerned and not to RI;

2. the word "international" is not used in connection with or in the name of a club or district
foundation activity;

3. the name of the club or district foundation activity begins with the name of the club or
the district designation;

4. the words "Rotary" and "foundation," when used in connection with a club or district
foundation activity, be separated in the name of the activity;

The general secretary may act in behalf of the Board in authorizing Rotary clubs to use the
name "Rotary" in incorporating club or district foundation activities in accordance with the
foregoing. For the purposes of this section the definition of “incorporate” is the same as
for incorporation of a club or district. (November 2008 Mtg., Bd. Dec. 104)

Source: May-June 1964 Mtg., Bd. Dec. 220; November 2008 Mtg., Bd. Dec. 104

34.040.6. Use of Name “Rotary,” or other Rotary Marks by Rotary Entities

When used by itself, the word “Rotary” or the Rotary Emblem normally refers to the entire
organization, Rotary International. It also means the ideals and principles of the
organization. All club, district, multidistrict and other Rotary Entity activities, projects or
organizations must include identifiers of the club, district, multidistrict group or other
Rotary Code of Policies 228
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Rotary Entity when using the name “Rotary,” or other Rotary Marks. In limited instances
and in RI’s sole discretion, a geographic identifier may be used, provided it accurately
represents the interests of each club in that area and appropriate approvals are sought from
the district governors and/or the club presidents. Such identifier must immediately follow
or precede “Rotary.” Such identifier must be in close proximity to and in equal prominence
with the Rotary Emblem or other of the Rotary Marks.

The Rotary Marks must always be reproduced in their entirety. No abbreviations, prefixes
or suffixes such as “Rota” are permitted, except for use in “Interota” for the periodic
Interota meetings. No alterations, obstructions or modifications of the Rotary Marks are
permitted. The simplified wheel is to be used only together with “Rotary” as part of the
simplified signature lock-up or with “Interact” or “Rotaract” as part of the simplified
signatures. RI allows for overwriting of the Rotary emblem or other Rotary mark
(watermarked, printed, screened or embossed), provided the Rotary emblem or other
Rotary Mark is not otherwise partially covered and/or obstructed.

For correct color reproductions of the Rotary emblem and other of the Rotary Marks,
current guidelines are found in the Brand Center at https://brandcenter.rotary.org and in
“Voice and Visual Identity Guidelines,” which give further specifications for reproducing
the Rotary emblem and guidelines for maintaining a standardized, coordinated identity for
all Rotary materials (547A). Rotarians are reminded that Rotary is both a local and a global
organization and even local uses may enjoy global recognition through the use of the
Internet. Different cultures have different standards and different sensitivities. Any use of
the Rotary Marks under these guidelines should attempt to be culturally sensitive and in
concert with the Object of Rotary. RI reserves the right to review and approve any uses of
the Rotary Marks. The Rotary Marks may not be depicted in combination with images of
guns, weapons, or other armaments.

Rotary Entity activities, projects or organizations that are to include the name “Rotary,” or
other Rotary Marks without a further qualifier, must first seek an exception to policy from
the Board. Rotarians coordinating existing activities, projects and organizations should
review and make necessary changes consistent with this policy. (October 2019 Mtg., Bd.
Dec. 57)

Source: February 1996 Mtg., Bd. Dec. 198; May 2000 Mtg., Bd. Dec. 399; Amended by May 2003 Mtg., Bd. Dec. 368; May 2011 Mtg.,
Bd. Dec. 202; June 2013 Mtg., Bd. Dec. 242; January 2015 Mtg., Bd. Dec. 117; May 2015 Mtg., Bd. Dec. 166; May 2015 Mtg., Bd.
Dec. 195; July 2015 Mtg., Bd. Dec. 16; October 2015 Mtg., Bd. Dec. 37; June 2017 Mtg., Bd. Dec. 172; September 2017 Mtg., Bd.
Dec. 24; April 2019 Mtg., Bd. Dec. 172; October 2019 Mtg., Bd. Dec. 29; October 2019 Mtg., Bd. Dec. 57

34.040.7. Requests for Exception to Guidelines for Use of “Rotary” Name or other of the
Rotary Marks
When considering requests for exception to policy set forth in section 34.040.6., the Board
may consider:

1. The organizing group’s attempt to work with the general secretary to bring the name of
the project or activity into compliance with Board policy

2. The ease or difficulty with which the organizing group could bring its name into
compliance with Board policy
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3. The length of time the organizing group has been using the non-compliant name, with
greater consideration given to projects, activities or organizations with a longer,
demonstrated period of use

4. The merit of the project, activity or organization and the benefit it brings to the Rotary
movement as a whole

5. Whether the proposed non-compliant name in some other way accurately identifies the
organizing group involved

6. Whether the proposed non-compliant name could create a likelihood of confusion with
Rotary International or with any other Rotary Entity or with a project, activity or
organization of Rotary International or any other Rotary Entity

7. Whether the organizing group is a recognized Rotary Entity

8. Whether the organizing group is otherwise compliant with Board policy

9. The degree to which the project or activity or the name of the project, activity or
organization could expose RI to liability

If the group is not a Rotary Entity and/or the project, activity or organization is not under
the full control of a Rotary Entity, then the Board may grant an exception for the group to
enter into a license agreement with RI for use of the Rotary name or other of the Rotary
Marks, based on the above criteria. The agreement shall include RI’s standard licensing
terms, including, but not limited to, terms requiring insurance and indemnification.

If the group is a Rotary Entity and the project, activity or organization is under the full
control of the Rotary Entity, then a Board exception may be granted for use of the “Rotary”
name or other of the Rotary Marks without a further identifier of the name of the Rotary
Entity and a license agreement is not required.

Under the “full control of a Rotary Entity” shall be defined as follows:

a. A Rotary club, Rotary district or group of Rotary clubs or Rotary districts is solely
responsible for the governance of the project, activity or organization
b. This level of Rotary Entity governance must be demonstrated by the requesting group
to the satisfaction of RI and may come in a number of different forms, including, but
not limited to:
i. the Rotary club, district or other Rotary Entity is responsible for the direct, daily
operational administration and control of the project, activity or organization,
including, but not limited to, review and approval of the budget, including the
expenditures for any project, activity or organization, or
ii. the Board of Directors or equivalent governing body of the project, activity or
organization consists solely of every Rotary club President (or President’s
designate) or every Rotary district governor (or governor’s designate) of all
Rotary clubs or districts involved and/or present in the geographic region, and
iii. such governing body shall have operational and administrative control, including,
but not limited to, review and approval of the budget, including all expenditures
Rotary Code of Policies 230
June 2020

for any programs or other endeavors and selection of the Rotary Entity’s projects,
activities or organizations.
c. Rotarian involvement and/or support in the form of monetary donations and/or
volunteer time does not establish governance of the project, activity or organization,
even if the support comes from every club in a district or from every district in a
region and even if every club president or district governor in the applicable region
supports the project, activity or organization.

An exception for use of the “Rotary” name or other of the Rotary Marks does not also carry
with it an exception to use the Rotary emblem or any other of the Rotary Marks.

The general secretary is asked to bring any existing projects, activities and organizations
into compliance with current policy. (January 2020 Mtg., Bd. Dec. 85)

Source: November 2008 Mtg., Bd. Dec. 46; Amended by October 2014 Mtg., Bd. Dec. 61; July 2015 Mtg., Bd. Dec. 16; January 2020
Mtg., Bd. Dec. 85

34.040.8. Use of Word "Rotary" by Other Groups

Except as concerns groups organizing to form Rotary clubs under the direction of the
governor, the use of the word "Rotary" by any group in such manner as to indicate or imply
status as a Rotary club or as an affiliate of a Rotary club or of RI is not authorized and shall
not be permitted. Therefore, the Board instructs the general secretary to take such steps as
may be practicable or necessary to stop any such unauthorized use of the word "Rotary."
(October 2015 Mtg., Bd. Dec. 75)

Source: January 1948 Mtg., Bd. Dec. 108; Amended by October 2015 Mtg., Bd. Dec. 75

34.040.9. Use of Name "Rotary " and Rotary Emblem by Former Rotarians
Except as concerns groups organizing to form Rotary clubs under the direction of the
governor, the use of the word "Rotary" or any abbreviation or portion thereof by any group
in such manner as to indicate or imply status as a Rotary club or as an affiliate of a Rotary
club or of RI is not authorized and shall not be permitted.

Inasmuch as the constitution and bylaws contain no provisions to cover the situation, it is
manifestly impossible for the Board to recognize an organization of involuntary past
Rotarians as a body having any connection with RI and particularly it is impossible for the
Board to permit or encourage the use of any name by an organization which would indicate
connection with RI which does not exist and cannot exist until such time as the constitution
and bylaws of RI are amended so as to provide for it.

Notwithstanding its sympathetic understanding and appreciation of the interest and motives
which may prompt former or involuntary past members of Rotary clubs to associate
themselves in fellowship groups or other groups, the Board instructs the general secretary
to call the foregoing policies to the attention of any group of former or involuntary past
members of Rotary clubs, which may be making use of, or wish to use, the name "Rotary,
" “Rotarians,” and/or the Rotary emblem, advising that the group does not have official
status and that its use of the Rotary name (or any abbreviation or portion thereof) and/or
Rotary Code of Policies 231
June 2020

emblem is not authorized and further, calling upon such group not to use or to discontinue
immediately use of the name "Rotary," “Rotarians,” and/or the Rotary emblem.
(September 2017 Mtg., Bd. Dec. 24)

Source: June 1925 Mtg., Item IV(k); January 1948 Mtg., Item 108; January 1950 Mtg., Item 81; June 1962 Mtg., Bd. Dec. 27; May-
June 1963 Mtg., Bd. Dec. 188; October 2015 Mtg., Bd. Dec. 75; September 2017 Mtg., Bd. Dec. 24

34.040.10. Use of Rotary Name and Emblem by Other Organizations

No matter how worthy may be the purposes of such organizations or groups or the
ambitions of such individuals, RI cannot permit them to appropriate the name or emblem
of Rotary or other of the Rotary Marks without thereby endangering the preservation of the
name and insignia of Rotary for the exclusive use and benefit of Rotarians. RI does not
seek to discourage organizations or groups desiring to emulate the example of Rotary clubs
but believes that suitable names and insignia can be devised by such organizations and
groups without infringing upon the terminology and insignia of Rotary, and all Rotarians
are encouraged to give their sympathetic assistance and encouragement to any group
seeking to emulate the example of Rotary. (January 2020 Mtg., Bd. Dec. 85)

Source: July 1939 Mtg., Bd. Dec. 26; Amended by January 2020 Mtg., Bd. Dec. 85

34.040.11. Use of Name “Rotary” in Connection with Club Activities

Use of the word “Rotary” in connection with or in the name of an activity of a club or
group of clubs must relate the activity directly to such club or group of clubs and neither
directly or indirectly to Rotary International. Use of the word “Rotary” (or any
abbreviation or portion thereof) is not authorized in connection with or in the name of an
activity that is not under full control of a Rotary club or group of Rotary clubs or in
connection with or in the name of any organization, the membership of which includes
non-Rotarian individuals or organizations. (See Rotary Code of Policies section 34.040.6.)
(September 2017 Mtg., Bd. Dec. 24)

Source: March 1961 Mtg., Bd. Dec. 206; May 2011 Mtg., Bd. Dec. 202; September 2017 Mtg., Bd. Dec. 24. Affirmed by June 2001
Mtg., Bd. Dec. 383

34.040.12. Use of the Name “Rotary,” the Rotary Emblem or other Rotary Marks in
Multidistrict Activities
All club, district, multidistrict and other Rotary Entity activities, projects and organizations
must include identifiers of the club, district, multidistrict group or other Rotary Entity when
using the name “Rotary,” the Rotary Emblem or other Rotary Marks. In limited instances
and in RI’s sole discretion, a geographic identifier may be used, provided it accurately
represents the interests of each club in that area and appropriate approvals are sought from
the district governors and/or the club presidents. Such identifier must be in close proximity
to and in equal prominence with the Rotary Emblem or other of the Rotary Marks. In order
to clarify that the activity, project or organization is not one of RI or TRF, its promotional
materials, printed and electronic, and especially on any donation page, shall state that the
activity, project or organization is one of a local nature.

The Rotary Marks must always be reproduced in their entirety. No abbreviations, prefixes
or suffixes such as “Rota” are permitted, except for use in “Interota” for the periodic
Interota meetings. No alterations, obstructions or modifications of the Rotary Marks are
permitted. The simplified wheel is to be used only together with “Rotary” as part of the
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June 2020

simplified signature lock-up or with “Interact” or “Rotaract” as part of the simplified

signatures. RI allows for overwriting of the Rotary emblem or other Rotary Mark
(watermarked, printed, screened or embossed), provided the Rotary emblem or other
Rotary Mark is not otherwise partially covered and/or obstructed.

Rotary Entity activities, projects or organizations that are to include the name “Rotary,”
the Rotary Emblem, or other Rotary Marks without a further identifier must first secure an
exception to policy from the Board. Rotarians coordinating existing doctor banks and
similar club, district, multidistrict and other Rotary Entity activities, projects or
organizations should review and make necessary changes to the activity, project or
organization names and materials, consistent with this policy. (October 2019 Mtg., Bd.
Dec. 57)
Source: February 1996 Mtg., Bd. Dec. 198; June 2013 Mtg., Bd. Dec. 242; Amended by May 2000 Mtg., Bd. Dec. 399; November
2006 Mtg., Bd. Dec. 35; January 2015 Mtg., Bd. Dec. 117; May 2015 Mtg., Bd. Dec. 166; July 2015 Mtg., Bd. Dec. 16; October 2015
Mtg., Bd. Dec. 37; September 2017 Mtg., Bd. Dec. 24; April 2019 Mtg., Bd. Dec. 172; October 2019 Mtg., Bd. Dec. 29; October 2019
Mtg., Bd. Dec. 57

34.040.13. Use of the Rotary Marks by Rotary Alumni Associations

When used by itself, the word “Rotary” refers to the entire organization, Rotary
International. It also means the ideals and principles of the organization. Rotary Alumni
associations that are chartered by the general secretary are permitted to use the name
“Rotary” in their organizational name but only together with identifiers of the Rotary
district or Rotary zone. Such identifier must immediately precede or follow “Rotary.” An
acceptable example would be “Rotary District XXXX Alumni Association.” In limited
instances and in RI’s sole discretion, a geographic identifier may be used, provided it
accurately represents the interests of the alumni association in that area and appropriate
approvals are sought from the district governors. Such identifier must immediately follow
or precede “Rotary.” Such identifier must be in close proximity to and in equal prominence
with the Rotary Emblem or other of the Rotary Marks. (October 2019 Mtg., Bd. Dec. 29)
Source: January 2015 Mtg., Bd. Dec. 117; Amended by June 2017 Mtg., Bd. Dec. 149; October 2019 Mtg., Bd. Dec. 29

34.040.14. Use of the Word “Rotarian” in Club Publications

Clubs shall not use the word “Rotarian” as part of the name of the local club publication.
(May 2003 Mtg., Bd. Dec. 324)

Source: COL 80-102

34.040.15. Use of Geographic Designations with “Rotary International”

No club or group of clubs should adopt and operate under any name other than that under
which it or they are organized under the RI Constitution. Every district should use the
name “Rotary International,” thereby indicating the universality of the ideals, principles
and objects of Rotary. (June 1998 Mtg., Bd. Dec. 348)
Source: June 1934 Mtg., Bd. Dec. 201

Cross References

52.020.1. Guidelines for Rotary Club, District, and other Rotary Entity Electronic Publications
Rotary Code of Policies 233
June 2020

34.050. Use of Stationery

34.050.1. Use of Official Stationery

All Rotary International business should be conducted on stationery bearing the name and
emblem of the association. (June 1998 Mtg., Bd. Dec. 348)
Source: May 1919 Mtg., Bd. Dec. 3

34.050.2. Use of Rotary Marks by RI Officers on Letterhead Stationery of RI and Other

Organizations, or for Commercial Purposes
The use of the RI letterhead is restricted to incoming, current and past officers of RI, or
those Rotarians appointed by the president or the Board to serve in various capacities, with
the understanding that, as to such capacities as may be listed, the years of service to RI
should be clearly indicated. RI letterhead may only be used for Rotary-related business.
No incoming, current, or past RI officer nor any Rotarian appointed by the president or the
Board to serve in various capacities is authorized to use the Rotary Marks in conjunction
with the trademarks or on the letterhead of any other organization or for any commercial
purpose. (October 2003 Mtg., Bd. Dec. 77)

Source: November 1982 Mtg., Bd. Dec. 180; May 2003 Mtg., Bd. Dec. 325; October 2003 Mtg., Bd. Dec. 77

34.060. Other Rotary Emblems

34.060.1. Rotary Programs Logos

The general secretary shall create and update from time to time, logos and other indicia
that are in alignment with current guidelines to be used for the various Rotary Programs,
in order to create a standardized, coordinated identity for all Rotary materials. (See the RI
Brand Center at https://brandcenter.rotary.org “Voice and Visual Identity Guidelines.”)
(May 2015 Mtg., Bd. Dec. 166)
Source: October 2013 Mtg., Bd. Dec. 63; Amended by May 2015 Mtg., Bd. Dec. 166

34.060.2. Use of Logo With RI or TRF Programs

The general secretary is, when reviewing future proposed logos for a program or activity
of RI or its Foundation, to consider including the Rotary emblem in the logos if such can
be done without lessening RI’s legal trademark rights or creating a badge that could be
understood to identify a non-Rotarian as a Rotarian. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 136

34.060.3. Rotary Program Logos and RI Emblem

The design of Rotary program logos that do not in some manner incorporate the RI emblem
weakens and impedes the communication to the public of the association of Rotary with
successful programs and projects. Therefore, all program logos currently in use by RI and
its Foundation, and all such logos deemed necessary in the future, should include the
Rotary emblem. The public relations value of incorporating the Rotary emblem with
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June 2020

program logos of RI and its Foundation outweighs the possible mis-identification of a non-
Rotarian as being a Rotarian. The annual theme logo shall be the Rotary wheel along with
the annual theme. (October 2015 Mtg., Bd. Dec. 37)
Source: October 1993 Mtg., Bd. Dec. 103; January 2011 Mtg., Bd. Dec. 127; Amended by May 2011 Mtg., Bd. Dec. 178; October
2015 Mtg., Bd. Dec. 37

34.060.4. Interact and Rotaract Marks

The Interact and Rotaract Marks are for the exclusive use of the Interact and Rotaract clubs
bearing those names and the members of those clubs:

a. When displayed by individual club members, the Interact and Rotaract emblems may
be used without further information.

b. When the Interact and Rotaract emblem is used to represent an Interact or Rotaract club,
the name of the club should appear with the emblem, as shown in the RI Brand Center
at https://brandcenter.rotary.org and in “Voice and Visual Identity Guidelines.”
“Interact,” “Rotaract,” the Interact emblem, and the Rotaract emblem must always be
reproduced in their entirety. No alterations, obstructions or modifications of “Interact,”
“Rotaract,” the Interact emblem, or the Rotaract emblem are permitted. No
abbreviations, prefixes or suffixes such as “Rota” are permitted, except for use in
“Interota” for the periodic Interota meetings.

The Interact emblem and the Rotaract emblem should be reproduced in the colors and
manner shown in the RI Brand Center at https://brandcenter.rotary.org and in “Voice
and Visual Identity Guidelines.”

c. When the Interact or Rotaract emblem is used to represent district Interact or Rotaract
activities the district number should appear with the emblem, as shown in the RI Brand
Center at https://brandcenter.rotary.org and “Voice and Visual Identity Guidelines.”

No publication may bear the Interact or Rotaract emblem without the name of the club or
number of the district except those published by or under the authority of Rotary
International for the use of Rotary, Interact or Rotaract clubs in establishing or carrying out
the affairs of one of the sponsored clubs.

No other use of the Interact and Rotaract emblems is permitted by Rotary International
which has legal control of all the Rotary Marks. (October 2015 Mtg., Bd. Dec. 37)
Source: June 1990 Mtg., Bd. Dec. 295; Amended by January 2010 Mtg., Bd. Dec. 117; October 2013 Mtg., Bd. Dec. 63; May 2015
Mtg., Bd. Dec. 166; October 2015 Mtg., Bd. Dec. 37

34.070. Reproduction of the 4-Way Test

All reproductions of The 4-Way Test should be in the following form:

THE 4-WAY TEST

Of the things we think, say or do
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June 2020

1) Is it the TRUTH?
2) Is it FAIR to all concerned?
3) Will it build GOODWILL and BETTER FRIENDSHIPS?
4) Will it be BENEFICIAL to all concerned?

The sole purpose of the reproduction should be the development and maintenance of high ethical
standards in human relations. Any reproduction should not be a direct part of any advertisement
intended to increase sales or profits. It may, however, be used in a letterhead or literature, if done
in a way to explain that a sincere attempt is being made to have all of the human relations of the
firm, organization or institution conducted along the lines of the 4-Way Test. (June 1998 Mtg.,
Bd. Dec. 348)
Source: January 1955 Mtg., Bd. Dec. 138. See also January 1943 Mtg., Bd. Dec. 142

34.080. Rotary Mottos

Service Above Self and One Profits Most Who Serves Best are the official Rotary Mottos. Service
Above Self is the principal motto of Rotary. (June 2010 Mtg., Bd. Dec. 182)
Source: COL 50-11, COL 51-9, COL 89-145, COL 01-678, COL 04-271; COL 10-165

Cross References

41.010. Interact
Article 12 Rotaract Clubs


Rotary Code of Policies 236
June 2020

Article 35. Licensing

35.010. General RI Licensing Principles

35.020. Granting of an RI License
35.030. General Secretary’s Responsibilities
35.040. Use of Rotary Marks by Rotarians
35.050. Specific Limitations on Use of Rotary Marks
35.060. Advertising and Marketing Limitations
35.070. Miscellaneous Licensing Matters

35.010. General RI Licensing Principles

Rotary International shall maintain a modern, effective multi-tier licensing system that will provide
high quality products and service to Rotarians worldwide, protect the integrity and authorized use
of its intellectual property, as well as increase royalty revenue for RI. (June 1998 Mtg., Bd. Dec.
348)
Source: October 1993 Mtg., Bd. Dec. 56; November 1996 Mtg., Bd. Dec. 69

35.010.1. Reproduction of the Rotary Marks

When produced by licensees, the Rotary Marks must conform to the description, color and
proportion specifications adopted by the Board. (November 2000 Mtg., Bd. Dec. 133)
Source: COL 80-102; January 1956 Mtg., Bd. Dec. 94; November 1996 Mtg., Bd. Dec. 69; Amended by November 2000 Mtg., Bd.
Dec. 133

35.010.2. Prohibition Against Altering Rotary Marks

Note: “Rotary Marks” are any emblems or names registered and owned by Rotary
International. (See Section 34.005.)
The Rotary Marks should not be altered, modified or obstructed in any way, or reproduced
other than in their complete form. No abbreviations, prefixes or suffixes such as “Rota”
are permitted. The simplified wheel is to be used only together with “Rotary” as part of
the simplified signature lock-up or with “Interact” or “Rotaract” as part of the simplified
signatures. RI allows for overwriting of the Rotary emblem or other Rotary mark
(watermarked, printed, screened or embossed), provided the Rotary emblem or other
Rotary Mark is not otherwise partially covered and/or obstructed. The general secretary
should strictly enforce the prohibition of licensing products that alter, modify or obstruct
the Rotary Marks, including situations where the general secretary becomes aware of
products that do not reproduce the Marks in their entirety. (October 2019 Mtg., Bd. Dec.
57)
Source: April 1929 Mtg., Bd. Dec. IV. q; January 1956 Mtg., Bd. Dec. 94; June 1996 Mtg., Bd. Dec. 297; November 1996 Mtg., Bd.
Dec. 69; June 2013 Mtg., Bd. Dec. 242; September 2017 Mtg., Bd. Dec. 24; April 2019 Mtg., Bd. Dec. 172; October 2019 Mtg., Bd.
Dec. 29; October 2019 Mtg., Bd. Dec. 57

35.010.3. Lapel Pins

RI licenses lapel pins that alter the RI emblem in the following approved manner: A
precious stone at the hub and/or designations of office or membership categories may be
added only for use by club members and only when specifically authorized and listed as
Rotary Code of Policies 237
June 2020

licensed products in the license agreement. Such alterations shall be made so as not to
deface the Rotary emblem or detract from its essential dignity. (June 1998 Mtg., Bd. Dec.
348)
Source: May 1962 Mtg., Bd. Dec. 183; November 1996 Mtg., Bd. Dec. 69

35.010.4. Watches and Clocks

RI may license watches and clocks containing the Rotary emblem as the entire face of the
watch or clock, provided that the keyway is accurately reproduced thereon, even though
the watch or clock hands may cause minor obstructions of the emblem from time to time,
and even if the hands originate from the center of the emblem, provided that the emblem,
including the keyway, is otherwise reproduced in its entirety. (June 1998 Mtg., Bd. Dec.
348)

Source: November 1996 Mtg., Bd. Dec. 69

35.010.5. Limitation on RI Merchandise Solicitation

Individuals or companies who are not licensed to sell merchandise bearing the Rotary
Marks may not solicit districts, clubs or Rotarians to purchase merchandise bearing the
Rotary Marks. Only vendors properly licensed by Rotary International may solicit districts,
clubs or Rotarians to purchase merchandise bearing the Rotary Marks.

On occasion, Rotarians will need to produce customized merchandise bearing the Rotary
Marks for a specific event or purpose. All Rotarians should always first seek out licensed
Rotary vendors for such customized merchandise. In the event that such customized
merchandise is not reasonably available from a RI Licensee at a competitive price, RI shall
issue a one-time release to a non-licensed vendor, provided that those goods are subject to
the equivalent review and pre-approval process as Licensed Products. In each case, the
non-licensed vendor must obtain the specific approval of RI to use any of the Rotary Marks.
(June 1998 Mtg., Bd. Dec. 348)

Source: June 1995 Mtg., Bd. Dec. 239; November 1996 Mtg., Bd. Dec. 69; February 1998 Mtg., Bd. Dec. 252

35.010.6. List of Official Rotary Licensees

The general secretary shall publish the name and relevant information of all current
licensees who are up-to-date with their royalty payments on the RI website. (January 2020
Mtg., Bd. Dec. 99)

Source: June 1997 Mtg., Bd. Dec. 317; Amended by January 2020 Mtg., Bd. Dec. 99

35.010.7. Control of Piracy of RI's Intellectual Property

Rotary International will continue to enhance its efforts to control piracy of the Rotary
Marks. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 56; November 1995 Mtg., Bd. Dec. 78; November 1996 Mtg., Bd. Dec. 69

Cross References

35.040.1. Districts and Clubs Purchasing Merchandise Bearing the Rotary Marks
Rotary Code of Policies 238
June 2020

35.020. Granting of an RI License

35.020.1. Licensee Types and Royalty Rates

Type 1
An entity which manufactures and/or sells merchandise bearing Rotary Marks only to other
RI licensees or to Rotary International, and which is not interested in marketing licensed
merchandise directly to the Rotarian Market or to the general public. A Type 1 licensee
pays RI a 2% royalty on total gross sales, makes a one-time application fee of US$100,
makes annual royalty payments and has no annual minimum royalty payment obligation.

Type 3
An entity which supplies fundraising programs/products. A Type 3 licensee pays RI a 5%
royalty on total gross sales to the Rotarian Market, and a 2% royalty on total gross sales to
other RI licensees. A Type 3 licensee makes a one-time application fee of US$1000, makes
semiannual royalty payments and has an annual minimum royalty payment obligation of
US$1000.

Type 4A
An entity which manufactures and/or sells an unlimited portfolio of merchandise bearing
Rotary Marks and other goods to the Rotarian Market, other RI licensees and/or the general
public. A Type 4A licensee pays RI a 10% royalty on total gross sales to the Rotarian
Market and to the general public, and a 2% royalty on total gross sales to other RI licensees.
A Type 4A licensee makes a one-time application fee of US$1000, makes semiannual
royalty payments and has an annual minimum royalty payment obligation of US$1000.

Type 4B
An entity which manufactures and/or sells a limited portfolio of merchandise bearing
Rotary Marks and other goods, not to exceed five products, to the Rotarian Market, other
RI licensees and/or the general public. A Type 4B licensee pays RI a 10% royalty on total
gross sales to the Rotarian Market and to the general public, and a 2% royalty on total gross
sales to other RI licensees. A Type 4B licensee makes a reduced one-time application fee
of US$250, makes semiannual royalty payments and has a reduced annual minimum
royalty payment obligation of US$250.

Type 4C
A Rotary Entity that manufactures and/or sells a limited portfolio of merchandise bearing
Rotary Marks and other goods, not to exceed five products, to the Rotarian Market, other
RI licensees and/or the general public and donates 100% of the proceeds (as defined in the
license agreement) from the sale of said merchandise to The Rotary Foundation or its
Associate Foundations. A Type 4C licensee pays RI a reduced 1% royalty on total gross
sales to the Rotarian Market, to the general public and/or to other RI licensees. A Type 4C
licensee makes a reduced one-time application fee of US$250, makes semiannual royalty
payments and has no annual minimum royalty payment obligation. Any royalty fees
received by Rotary International from this license type shall be transferred to The Rotary
Foundation Annual Fund.
Rotary Code of Policies 239
June 2020

(See Section 71.020.3. for additional policies regarding sales promoting the PolioPlus
Campaign.)

Type 5
A large international entity with brand name recognition which manufactures and/or sells
merchandise bearing Rotary Marks through retail outlets worldwide. A Type 5 licensee
pays RI a 10% royalty on total gross sales to the Rotarian Market and the general public,
and a 2% royalty on total gross sales to other RI licensees. A Type 5 licensee makes a one-
time application fee of US$2000, makes semiannual royalty payments and has an annual
minimum royalty payment obligation of US$2000. (June 2009 Mtg., Bd. Dec. 232)

Source: February 1995 Mtg., Bd. Dec. 168; July 1995 Mtg., Bd. Dec. 25; February 1996 Mtg., Bd. Dec. 196; November 1996 Mtg.,
Bd. Dec. 69; Amended by June 2005 Mtg., Bd. Dec. 297; February 2007 Mtg., Bd. Dec. 157; June 2009 Mtg., Bd. Dec. 232

35.020.2. Criteria for Granting a RI License

The criteria which RI considers when granting/denying a RI license include, but are not
limited to the following:

1. specifically approved merchandise (samples)

2. RI specific catalog
3. ready stock in a warehouse
4. fax and/or regular order number
5. customer service component
6. credit to clubs and governors
7. acceptance of credit cards
8. quality control by RI
9. merchandise guarantee by the licensee to the buyer
10. willingness to display and sell merchandise at RI meetings
11. financial stability
12. experience in the business
13. import/export capability
14. willingness to network with other licensees

The meeting of any or all of these standards does not guarantee a license from RI. RI
maintains, in its sole discretion, the right to grant or deny any license application. (June
1998 Mtg., Bd. Dec. 348)

Source: November 1996 Mtg., Bd. Dec. 69

35.020.3. Selection of Licensees Under RI's Licensing System

In granting licenses, RI will give preference to those entities which can support the overall
goals of modernizing RI's licensing system. RI will use appropriate marketing techniques
to encourage companies which can comply with RI licensing requirements to obtain
licenses from RI. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 56; November 1996 Mtg., Bd. Dec. 69
Rotary Code of Policies 240
June 2020

35.030. General Secretary's Responsibilities

35.030.1. Assurance of Supplies to Rotarians

The general secretary should maintain appropriate sources of merchandise for clubs,
districts and Rotarians. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1996 Mtg., Bd. Dec. 296; November 1996 Mtg., Bd. Dec. 69

35.030.2. Licensing Budgets and Targets

The general secretary shall set and monitor annual licensing targets and budgets, and make
related regular reports to the Board. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 56; November 1996 Mtg., Bd. Dec. 69

35.030.3. Enforcement of Licensing Agreements

The general secretary shall enforce the minimum requirements of the RI licensing
agreement, including royalty payments and reporting requirements. However, the general
secretary shall allow licensees who have not been fulfilling requirements an opportunity to
reconcile for past years before terminating such licenses. Where appropriate, the general
secretary shall decline to enter into new agreements with licensees who are not in
compliance with their existing agreements. (June 1998 Mtg., Bd. Dec. 348)
Source: October 1993 Mtg., Bd. Dec. 56; June 1996 Mtg., Bd. Dec. 296; November 1996 Mtg., Bd. Dec. 69

35.030.4. Termination of Licensees For Non-Compliance with Agreements

The general secretary shall take all necessary action when dealing with licensees who have
not complied with their agreement with RI, including, where appropriate, termination of
existing agreements. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1996 Mtg., Bd. Dec. 296 ; November 1996 Mtg., Bd. Dec. 69. See also October 1993 Mtg., Bd. Dec. 56

35.030.5. Audits of Licensees

As necessary, the Secretariat staff is urged to vigorously pursue audits and the payment of
unpaid royalties. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1995 Mtg., Bd. Dec. 246; November 1996 Mtg., Bd. Dec. 69

35.030.6. Licensee Presence at International Meetings

Where appropriate, the general secretary shall decline to enter into agreements with
licensees for space at the International Assembly, International Convention and other
relevant meetings, where such licensees are not in compliance with their agreements. (June
1998 Mtg., Bd. Dec. 348)

Source: June 1996 Mtg., Bd. Dec. 296; November 1996 Mtg., Bd. Dec. 69

35.030.7. Promotion of Licensees

The general secretary shall publish the name and relevant information of all current
licensees who are up-to-date with their royalty payments on the RI website.
Rotary Code of Policies 241
June 2020

The general secretary also shall promote the purchase of merchandise bearing the Rotary
Marks from official licensees through appropriate channels. (January 2020 Mtg., Bd. Dec.
99)

Source: June 1995 Mtg., Bd. Dec. 242; November 1996 Mtg., Bd. Dec. 69; Amended by June 1997 Mtg., Bd. Dec. 317; November
2006 Mtg., Bd. Dec. 35; June 2010 Mtg., Bd. Dec. 182; October 2018 Mtg., Bd. Dec. 68; January 2020 Mtg., Bd. Dec. 99

35.040. Use of the Rotary Marks by Rotarians

35.040.1. Districts and Clubs Purchasing Merchandise Bearing the Rotary Marks
All districts and clubs are encouraged to purchase merchandise bearing the Rotary Marks
only from authorized licensees of RI. If the desired merchandise is not available from a
licensee, specific approval must be sought from RI for the use of any Rotary Marks. (June
1998 Mtg., Bd. Dec. 348)

Source: November 1994 Mtg., Bd. Dec. 65; June 1995 Mtg., Bd. Dec. 239; November 1996 Mtg., Bd. Dec. 69

35.040.2. Sale of Goods or Services Bearing the Rotary Marks by the Membership
Neither Rotary clubs, Rotary districts, other Rotary Entities nor individual Rotarians may
license or otherwise sell goods or services bearing the Rotary Marks or any abbreviations
or portions thereof, unless specifically excepted by the other sections herein or by the RI
Board. (September 2017 Mtg., Bd. Dec. 24)

Source: September 2017 Mtg., Bd. Dec. 24

35.040.3. Event Specific Uses of the Rotary Marks

Clubs and districts may sell merchandise bearing the Rotary Marks without a license when
they are promoting club or district projects. Merchandise sold in conjunction with such
special projects must include, in addition to one of the Rotary Marks, the club or district
name, and reference the fundraising project and its duration or date. (June 1998 Mtg., Bd.
Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 56 ; November 1996 Mtg., Bd. Dec. 69

35.040.4. Rotary Fellowships

Any sales of merchandise by Rotary Fellowships bearing the Rotary Marks shall comply
with Rotary’s brand standards by 30 June 2020, in accordance with Rotary Code section
34.030.18. All manufacture and sales of goods, including for fundraising purposes, shall
comply with RI licensing policies, as they pertain to all Rotary Entities. No fundraising or
sales of goods bearing the Rotary Marks will be permitted at the RI Convention from the
project booth area in the House of Friendship beginning with the 2021 RI Convention
(Taipei), as is required of all other Rotary Entities. (January 2020 Mtg., Bd. Dec. 100)

Source: January 2020 Mtg., Bd. Dec. 100

35.040.5. Books by Rotary Senior Leaders

Rotary senior leaders may publish and sell books about their Rotary experiences without
being licensed by RI, provided that all net proceeds from the book sales are donated to TRF
and the book publisher is either licensed or released by RI to reproduce the Rotary Marks,
Rotary Code of Policies 242
June 2020

with the approval of the general secretary. Each such publication shall include in a
prominent location a statement that it is not an official publication of RI. (January 2010
Mtg., Bd. Dec. 107)

Source: November 2009 Mtg., Bd. Dec. 48 Amended by January 2010 Mtg., Bd. Dec. 107

Cross References

35.010.5. Limitation on RI Merchandise Solicitation

35.050. Specific Limitations on Use of Rotary Marks

35.050.1. Accurate Reproduction of the Rotary Marks on Merchandise

Merchandise bearing the Rotary emblem and other Rotary Marks may be licensed or
otherwise authorized regardless of size and in any medium, provided the Rotary emblem
or other of the Rotary Marks can be accurately reproduced including, but not limited to,
silk screening, embroidery, engraving, laser engraving, casting, printing, stamping, etc.
The simplified wheel is to be used only together with “Rotary” as part of the simplified
signature lock-up or with “Interact” or “Rotaract” as part of the simplified signatures for
the Programs logos. (October 2019 Mtg., Bd. Dec. 29)

Source: November 2001 Mtg., Bd. Dec. 70; June 2013 Mtg., Bd. Dec. 242; May 2015 Mtg., Bd. Dec. 166; May 2015 Mtg., Bd. Dec.
195; April 2019 Mtg., Bd. Dec. 172; October 2019 Mtg., Bd. Dec. 29

35.050.2. Lapel Pins

Lapel pins may incorporate the design of the Rotary emblem with Rotary program indicia,
so long as the pin cannot be mistaken for a Rotarian member badge. Lapel pins may be
licensed regardless of size, as long as the RI emblem is correctly reproduced. (October
2015 Mtg., Bd. Dec. 37)

Source: February 1984 Mtg., Bd. Dec. 332; October 1993 Mtg., Bd. Dec. 103; March 1994 Mtg., Bd. Dec. 205; June 1996 Mtg., Bd.
Dec. 298; November 1996 Mtg., Bd. Dec. 69; October 2015 Mtg., Bd. Dec. 37

35.050.3. Prohibition Against “Rotary” as a Brand Name

Except as permitted under RI’s licensing procedures, none of the Rotary Marks, nor any
abbreviations or portions thereof, may be used as trademarks or special brands of
merchandise. (September 2017 Mtg., Bd. Dec. 24)

Source: COL 80-102; January 1956 Mtg. Bd. Dec. 94; November 1996 Mtg., Bd. Dec. 69; September 2017 Mtg., Bd. Dec. 24

35.050.4. A Genuine Rotary Tartan

The tartan designed by the Rotary Club of Glasgow (Scotland) may be sold as A Genuine
Rotary Tartan consistent with the principles governing RI's licensing system. The general
secretary is authorized to enter into non-exclusive licensing agreements to manufacture,
use, sell or market A Genuine Rotary Tartan consistent with RI's licensing practices. (June
1998 Mtg., Bd. Dec. 348)

Source: February 1995 Mtg., Bd. Dec. 153; November 1996 Mtg., Bd. Dec. 69
Rotary Code of Policies 243
June 2020

35.050.5. The Rotary Orchid

The orchid developed by the Singapore Botanic Gardens as “Dendrobrium Rotary
International” shall be referred to, marketed, and sold as the “Rotary Orchid.” (June 1998
Mtg., Bd. Dec. 348)

Source: November 1997 Mtg., Bd. Dec. 135

35.050.6. Licensing of Software

RI does not generally authorize the licensing of software or other materials based on RI
and/or TRF materials. However, RI may license software in support of its social business
strategy, which connects Rotarians around purpose-driven initiatives. (October 2012 Mtg.,
Bd. Dec. 41)

Source: March 1997 Mtg., Bd. Dec. 234. See also June 1996 Mtg., Bd. Dec. 299; November 1996 Mtg., Bd. Dec. 69; October 2012
Mtg., Bd. Dec. 41

35.050.7. Licensing of “Paul Harris” Items

Licensees are not authorized to sell recognition items using the likeness of Paul Harris or
the terms “Paul Harris Fellow,” “Rotary Foundation Sustaining Member” or “Benefactor.”
(June 1998 Mtg., Bd. Dec. 348)

Source: November 1996 Mtg., Bd. Dec. 69

35.050.8. Licensing of Services

RI does not generally license services. However, RI may license services in support of its
social business strategy, which connects Rotarians around purpose-driven initiatives.
(October 2012 Mtg., Bd. Dec. 41)

Source: November 1996 Mtg., Bd. Dec. 69; Amended by October 2012 Mtg., Bd. Dec. 41

35.050.9. Licensing of Alcoholic Beverages

RI does not license alcoholic beverages. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1996 Mtg., Bd. Dec. 69

35.050.10. Licensing of Guns, Weapons or Other Armaments

RI does not license guns, weapons or other armaments. (January 2017 Mtg., Bd. Dec. 96)

Source: January 2017 Mtg., Bd. Dec. 96

Cross References

34.020. Permission to Use Rotary Marks

34.030.2. Authorized Use of the Rotary Emblem
34.030.13. Commercialization of the RI Name and Emblem
34.030.15. RI and TRF Guidelines for Use of the Rotary Marks by Other Organizations
35.010. General RI Licensing Principles
37.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs
Rotary Code of Policies 244
June 2020

35.060. Advertising and Marketing Limitations

35.060.1. Advertising of Customized Merchandise

Vendors who seek to customize merchandise that is in competition with merchandise
provided by official licensees must apply for a license from RI when seeking to sell such
merchandise through advertising in The Rotarian magazine and the licensed regional
magazines. Alternatively, vendors seeking to advertise in The Rotarian magazine and the
licensed regional magazines to sell goods which may be customized and which may
compete with officially licensed products shall be required to use the following disclaimer
in any of their advertising: “Not licensed to reproduce the Rotary Marks,” or other such
disclaimer as the general secretary finds appropriate. The general secretary reserves the
right to determine which advertisements shall require a disclaimer. (January 2019 Mtg.,
Bd. Dec. 80)

Source: November 1994 Mtg., Bd. Dec. 65; June 2004 Mtg., Bd. Dec. 236; Amended by October 2018 Mtg., Bd. Dec. 68

Cross References

51.010.7. RI Cause-Related Marketing Policy for Advertising in the Official Magazine

35.070. Miscellaneous Licensing Matters

35.070.1. Telephone Cards

In accordance with overall RI policy, RI does not license, or permit the Rotary Marks to
be used on, telephone cards. (May 2003 Mtg., Bd. Dec. 324)

Source: November 1995 Mtg., Bd. Dec. 80; February 1996 Mtg., Bd. Dec. 158; Amended by May 2003 Mtg., Bd. Dec. 324

35.070.2. Affinity Credit Cards

In accordance with overall RI policy, RI does not license the use of the Rotary Marks on
affinity cards. The use of the Rotary Marks in any affinity card program by RI is prohibited
without the prior approval of the general secretary. Only the general secretary is authorized
to solicit proposals on behalf of the Board.

Prior to approval by the general secretary, all RI affinity card proposals must conform to
the following guidelines:

a. RI approval of all means of solicitation including providing Rotarians the opportunity

to request that they not be solicited for an affinity credit card

b. The affinity credit card interest rates must be competitive

c. After subtracting all expenses incurred by RI related to the affinity credit card program,
all revenue received by RI from the program, except for revenue noted in point (d)
below, shall be distributed to The Rotary Foundation

d. The US$75,000 amounts received for each 20,000 cards issued through the MasterCard
sponsorship agreement shall be allocated to the RI Convention budget
Rotary Code of Policies 245
June 2020

e. RI pre-publication review and approval of any use of the Rotary name and emblem
including the card design and all promotional materials associated with the program

f. Restrictions on use of RI’s mailing list including that such a list must not be sold, rented
or otherwise used by others without the permission of RI. (May 2003 Mtg., Bd. Dec.
416)

Source: June 1995 Mtg., Bd. Dec. 240; May 2000 Mtg., Bd. Dec. 400; Amended by May 2003 Mtg., Bd. Dec. 324; May 2003 Mtg.,
Bd. Dec. 416

35.070.3. Use of Rotary Name and Emblem on Vehicle License Plates

A Rotary club or district may collaborate with a government monopoly to offer a vehicle
license plate bearing the Rotary name and emblem as a public relations and charitable
fundraising mechanism, such project to be exempt from a licensing royalty obligation,
provided the project meets the following criteria:

1) the plate must be issued by a government monopoly;

2) no commercial venture may be involved;

3) all governors within the designated area(s) must approve of the project;

4) the plate must meet all RI specifications regarding the reproduction of its intellectual
property and a prototype of the plate must be submitted to the general secretary for approval;
and

5) a revenue sharing formula should be developed, under the guidance of the general
secretary, to ensure that the revenue from any fundraising aspect of such project shall
benefit the clubs in the designated area(s) and The Rotary Foundation, subject to the
approval of the governors in the designated area(s) and the general secretary. (November
2000 Mtg., Bd. Dec. 131)
Source: November 2000 Mtg., Bd. Dec. 131

35.070.4. Use of Rotary Marks on Postage Stamps, Postmarks and Related Postal Items
A Rotary club or district may collaborate with a government monopoly to offer a postage
stamp, postal cancellation mark (postmark), or related postal item bearing the Rotary name
and emblem as a public relations effort and, where appropriate, as a charitable fundraising
mechanism. Such projects shall be exempt from a licensing royalty obligation, provided
the project meets the following criteria:

1) the postage stamp, postmark, or related postal item must be issued by a government
monopoly;

2) no commercial venture may be involved;

3) all governors within the designated area(s) must approve of the project;
Rotary Code of Policies 246
June 2020

4) the postal item must meet all RI specifications regarding the reproduction of its
intellectual property and a prototype of the postal item and any promotional materials,
such as the first day cover, must be submitted to the general secretary for review and
approval;

5) a revenue sharing formula should be developed, under the guidance of the general
secretary, to ensure that the revenue from any fundraising aspect of such project shall
benefit the clubs in the designated area(s) and The Rotary Foundation, subject to the
approval of the governors in the designated area(s) and the general secretary.
(November 2001 Mtg., Bd. Dec. 69)
Source: November 2001 Mtg., Bd. Dec. 69

35.070.5. Information Cards

RI does not approve Information Cards for Rotary clubs, Rotary districts or other Rotary
Entities or as licensed products (as defined in the RI license agreement) to be sold by RI
licensees, whether or not they bear the Rotary Marks. (February 1999 Mtg., Bd. Dec. 196)
Source: October 1998 Mtg., Bd. Dec. 89. Affirmed by August 1999 Mtg., Bd. Dec. 60

Cross References

37.030.4. Inner Wheel


Rotary Code of Policies 247
June 2020

Article 36. Partnerships

36.010. General Guidelines

36.020. Strategic Partners
36.030. Resource Partners
36.040. Service Partners
36.050. Project Partners
36.060. Recognition for Organizations
36.070. Corporate Project
36.080. Collaborating Organizations
36.090. Representatives to Other Organizations
36.100. Invitations to Attend Meetings of Other Organizations
36.110. 16-Step Process for Formalizing Partnerships
36.120. Joint Committee on Partnerships

36.010. General Guidelines

Rotary International and The Rotary Foundation actively seek to develop partnerships with other
organizations that will increase our capacity to provide service. There are four types of
partnerships: Strategic, Resource, Service, and Project. All potential partnerships must at a
minimum do one or more of the following:

a) align with the strategic plan

b) address one or more areas of focus
c) provide opportunities for positive public image
d) attract new members, contributions, or project volunteers

Given the extreme variety among potential partners, these guidelines are not exhaustive. All
potential partners shall enter into an agreement with RI/TRF, and the nature of each agreement
may be different.

While Rotary and/or The Rotary Foundation may, from time to time, partner with organizations
whose mission states or implies a religious orientation, results of such partnerships must not
promote any particular religious entity, activity, or viewpoint. All proposed partnerships with an
organization whose mission states or implies a religious orientation will be carefully researched
by staff (including financial considerations and accountability), reviewed by a Foundation
committee, and approved by the Trustees and the RI Board to ensure the proposed partnership is
appropriate. Any such partnership is open to review and possible termination if analysis
determines the collaboration to no longer be appropriate.

Rotary does not endorse its partners, their products or services, policies or positions. Partnership
does not imply endorsement or approval of the partner’s products or services, policies or positions
by Rotary. A partnership does not imply any exclusive arrangement with Rotary. A partnership
does not imply any grant of control or influence to the partner over the content of any Rotary
activity, publication, position or policy, nor does it imply that Rotary will exert any influence to
advance the partner’s interests outside the particulars of the arrangements made for the joint
initiative, event, or activity. Promotional materials and communications cannot include any
wording or design that suggests endorsement or approval of a product or service, policy or position
by Rotary.
Rotary Code of Policies 248
June 2020

The Joint Committee on Partnerships, or in its absence the general secretary shall provide an annual
report on all partnerships to the Board and the Trustees at their second meetings each year. (April
2018 Mtg., Bd. Dec. 159)

Source: September 2011 Mtg., Bd. Dec. 32; May 2014 Mtg., Bd. Dec. 136; Amended by October 2014 Mtg., Bd. Dec. 34; October 2015 Mtg.,
Bd. Dec. 54; April 2018 Mtg., Bd. Dec. 159

36.010.1. Criteria for Evaluation

Reviews of partnership proposals should consider the following:

a) Mission, scope, geographic presence and status of potential partner, including

compatibility with RI’s diverse membership structure
b) The number of countries or regions the potential partner serves
c) Reputation of the potential partner in the Rotarian community and community at large
d) Success and financial health of the potential partner
e) Willingness of potential partner to make full and continuing financial and operational
disclosures
f) The financial impact of the relationship on RI and TRF, including administrative costs
g) The potential of relationship to enhance RI’s public image and recognition
h) The effect of the relationship on club or district projects
i) The effect of the relationship on RI/TRF programs
j) Level of participation offered by the potential strategic partner to clubs and districts
and the number of Rotarians likely to participate
k) Disclosed conflicts of interest
l) Planned recognition for RI/TRF from the potential partner

RI/TRF shall not enter into partnerships with other organizations that:
a) Conflict with Rotary’s values
b) Support the use of addictive or harmful products and activities
c) Promote a particular political or religious viewpoint through the partnership’s activities
and results
d) Discriminate based on race, ethnicity, age, gender, language, religion, political opinion,
sexual orientation, national or social origin, property, or birth or other status through
the partnership’s activities and results (April 2018 Mtg., Bd. Dec. 159)
Source: November 2007 Mtg., Bd. Dec. 70; September 2011 Mtg., Bd. Dec. 32; Amended by May 2014 Mtg., Bd. Dec. 136; April
2018 Mtg., Bd. Dec. 159

36.010.2. Benefits Provided to Other Organizations

All partners are eligible for one or more of the following services on a graduated basis,
with specific benefits defined in each agreement:

a) Promotion on the RI website and in The Rotarian magazine and the licensed regional
magazines
b) Information about the organization shared with Rotarians
c) Invitation to apply for booth space at the RI Convention, consistent with section
57.110.7. of the Rotary Code of Policies
Rotary Code of Policies 249
June 2020

d) Invitation to attend or participate in the RI Convention, based on established

registration fees and guidelines
e) A license to use one or more of the Rotary Marks, consistent with section 33.030.15.
of the Rotary Code of Policies and/or the terms of partner’s license agreement with
RI/TRF

RI/TRF will not provide partners with any of the following:

a) Membership or donor data

b) Support for fundraising initiatives of other organizations
c) An endorsement of the other organization or its programs
d) Guarantees or commitments on behalf of Rotary clubs or districts to participate or
support the other organization or its programs. (January 2019 Mtg., Bd. Dec. 80)

Source: February 2007 Mtg., Bd. Dec. 158; Amended by September 2011 Mtg., Bd. Dec. 32; October 2018 Mtg., Bd. Dec. 68

36.010.3. Contact with Other Organizations

No officer of Rotary International or The Rotary Foundation shall enter into any agreement
on behalf of the organization unless approved by the appropriate authority and any non-
approved agreement shall be null and void. The general secretary may assign responsibility
for officers, staff, and other individuals to open discussions with other organizations.

The general secretary maintains a “no contact list” of individuals, foundations, corporations,
governments and other entities with which Rotary International or its Foundation is
working to develop relationships and obtain funding at an international level. No
representative of any Rotary Entity other than Rotary International or its Foundation shall
contact or solicit any organizations on the “no contact list” for the purpose of obtaining
funds or cooperation for their projects. Written requests for exceptions to this policy must
be submitted to the general secretary, who will consult with the RI president and Trustee
chair as appropriate, before responding to the requestor.

This should not be construed as prohibiting clubs, districts and multidistrict groups from
developing partnerships with local organizations; on the contrary, they are encouraged to
develop these local relationships. Rotary does not endorse its partners, their products or
services, policies or positions. Partnership does not imply endorsement or approval of the
partner’s products or services, policies or positions by Rotary. A partnership does not
imply any exclusive arrangement with Rotary. A partnership does not imply any grant of
control or influence to the partner over the content of any Rotary activity, publication,
position or policy, nor does it imply that Rotary will exert any influence to advance the
partner’s interests outside the particulars of the arrangements made for the joint initiative,
event, or activity. Promotional materials and communications cannot include any wording
or design that suggests endorsement or approval of a product or service, policy or position
by Rotary. (April 2018 Mtg., Bd. Dec. 159)

Source: February 2007 Mtg., Bd. Dec. 158; September 2011 Mtg., Bd. Dec. 32; April 2018 Mtg., Bd. Dec. 159
Rotary Code of Policies 250
June 2020

36.010.4. Use of RI Officers’ Titles

No current or past officer of RI shall use or permit the publication of his or her title as such
officer in connection with an official position or membership in any other organization,
except with the consent of the RI Board. No current or past officer of TRF shall use or
permit the publication of his or her title as such officer in connection with an official
position or membership in any other organization, except with the consent of the Trustees.
(February 2007 Mtg., Bd. Dec. 158)

Source: COL 80-102; February 2007 Mtg., Bd. Dec. 158. Amended by May 2003 Mtg., Bd. Dec. 325

36.010.5. Amendment of Guidelines

To ensure a unified approach by RI and TRF to contacts and partnerships with other
organizations, this amendment and subsequent amendments to the guidelines for
partnerships with other organizations as set forth in sections 35.010. through 35.050. of the
Rotary Code of Policies and section 1.060. of The Rotary Foundation Code of Policies
shall be effective only upon approval by both the Board of Directors of Rotary International
and the Trustees of The Rotary Foundation. Such guidelines shall be included in both the
Rotary Code of Policies and The Rotary Foundation Code of Policies. (September 2011
Mtg., Bd. Dec. 32)

Source: February 2007 Mtg., Bd. Dec. 158; Amended by September 2011 Mtg., Bd. Dec. 32

36.020. Strategic Partners

A strategic partnership is a formal relationship between Rotary International and/or The Rotary
Foundation and another organization, such as a nongovernmental organization, government agency,
charitable foundation, corporation, or university, to facilitate Rotary club or district projects.
Strategic partnerships are large scale, multiyear programmatic relationships in support of the
strategic plan for which both entities provide substantial financial resources, technical
expertise/resources, advocacy, or a combination thereof. (September 2017 Mtg., Bd. Dec. 34)

Source: September 2011 Mtg., Bd. Dec. 32; Amended by September 2017 Mtg., Bd. Dec. 34

36.020.1. Strategic Partner Proposals

The general secretary is authorized to solicit potential strategic partners. Proposals must
relate specifically to either the areas of focus or the RI Strategic Plan. (September 2011
Mtg., Bd. Dec. 32)

Source: September 2011 Mtg., Bd. Dec. 32

36.020.2. Review and Approval of New Strategic Partners

Proposals for new strategic partners must be approved by both the RI Board of Directors
and The Rotary Foundation Trustees, or by the executive committees of both Boards acting
on their behalf. (September 2011 Mtg., Bd. Dec. 32)

Source: September 2011 Mtg., Bd. Dec. 32

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36.030. Resource Partners

A resource partnership is a formal relationship between Rotary International and/or The Rotary
Foundation and another organization such as a nongovernmental organization, government agency,
charitable foundation, corporation, or university that provides a short-term (less than 3 years)
allocation of resources, including financial, in-kind, human, and technical resources, to support
Rotary International or The Rotary Foundation project or events. (September 2017 Mtg., Bd. Dec.
34)

Source: September 2011 Mtg., Bd. Dec. 32; Amended by October 2015 Mtg., Bd. Dec. 54; September 2017 Mtg., Bd. Dec. 34

36.030.1. Resource Partner Proposals

The general secretary is authorized to solicit other organizations that would have the
capacity and interest to be resource partners for either Rotary International or The Rotary
Foundation. The general secretary will provide regular updates to the Board and Trustees
on these efforts. (October 2015 Mtg., Bd. Dec. 54)

Source: September 2011 Mtg., Bd. Dec. 32; Amended by October 2015 Mtg., Bd. Dec. 54

36.030.2. Approval of Resource Partners

Proposals for resource partners may be approved by the general secretary where the total
value of the contributions by the resource partner is not more than US$1 million. Proposals
for resource partners where the total value of contributions is greater than US$1 million
may be approved by the general secretary with the additional approval of the Joint
Committee on Partnerships. A full report of any approval of a resource partner shall be
provided to both the RI Board of Directors and The Rotary Foundation Trustees.
(September 2017 Mtg., Bd. Dec. 34)

Source: September 2011 Mtg., Bd. Dec. 32; Amended by October 2015 Mtg., Bd. Dec. 54; September 2017 Mtg., Bd. Dec. 34

36.040. Service Partners

A service partnership is a formal relationship between Rotary International and/or The Rotary
Foundation and another organization, such as a nongovernmental organization, government agency,
corporation, or university, to provide opportunities or expertise to enhance Rotary club or district
projects at the local, national, and international levels. Service partnerships are global, flexible,
scalable, and may range from small to large in scope, and from short to long term in duration.
Service partners add measureable value to the humanitarian activities undertaken by Rotary
members, including increased sustainable community impact and enhanced public image and
awareness. Prospective service partners must demonstrate sufficient experience successfully
working with clubs and/or districts on planning and implementing local or international projects,
must have the ability to report on and quantify collaboration with Rotary members, and must have
the capacity to work directly with Rotary members on project implementation. Service
Partnerships receive no funding from the Secretariat. The role of the Secretariat is to manage the
partnership and facilitate Rotarian engagement with partners. (April 2018 Mtg., Bd. Dec. 159)

Source: September 2011 Mtg., Bd. Dec. 32; Amended by April 2018 Mtg., Bd. Dec. 159
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June 2020

36.040.1. Service Partner Proposals

The general secretary is authorized to solicit new service partners to support Rotary club
or district projects in one or more of the avenues of service or the areas of focus. The
general secretary is authorized to contact other organizations who have the potential to be
service partners. (September 2011 Mtg., Bd. Dec. 32)

Source: September 2011 Mtg., Bd. Dec. 32

36.040.2. Review and Approval of Service Partners

The general secretary is authorized to review and approve service partners on behalf of the
RI Board and The Rotary Foundation Trustees for terms of one year or less after conferring
with the members of the Joint Committee on Partnerships, or any successor committee then
acting in a similar capacity. Service partnerships that will extend beyond one year are
renewable, with the approval of both the RI Board of Directors and The Rotary Foundation
Trustees, or by the executive committees of both Boards acting on their behalf. (May 2014
Mtg., Bd. Dec. 136)

Source: September 2011 Mtg., Bd. Dec. 32; Amended by May 2014 Mtg., Bd. Dec. 136

36.050. Project Partners

A project partnership is formal relationship between Rotary International and/or The Rotary
Foundation and another organization affiliated with a Rotary Entity, usually an independent
nongovernmental organization started or managed by Rotary clubs, districts, or Rotarians. Project
partnerships are global, flexible, scalable, and may range from small to large in scope, and from
short to long term in duration. Project partners add measureable value to the humanitarian activities
undertaken by Rotary members, including increased sustainable community impact and en-hanced
public image and awareness. Prospective project partners must demonstrate sufficient experi-ence
successfully working with clubs and/or districts on planning and implementing local or
international projects, must have the ability to report on and quantify collaboration with Rotary
members, and must have the capacity to work directly with Rotary members on project
implementation. Project partner-ships receive no funding from the Secretariat. The role of the
Secretariat is to manage the partnership and facilitate Rotary member engagement with partners.
Project partner activities will be promoted to clubs and districts through a dedicated page on the
RI website. (April 2019 Mtg., Bd. Dec. 146)
Source: September 2011 Mtg., Bd. Dec. 32; Amended by April 2019 Mtg., Bd. Dec. 146

36.050.1. Project Partner Proposals

The general secretary is authorized to solicit other organizations that would have the
capacity and interest to be project partners for either Rotary International or The Rotary
Foundation. Project partner proposals that seek financial contributions from Rotarians
must include a significant service component. (September 2011 Mtg., Bd. Dec. 32)
Source: September 2011 Mtg., Bd. Dec. 32
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June 2020

36.050.2. Review and Approval of Project Partners

The general secretary may grant project partner status to other organizations. Project
partners that will seek financial contributions from Rotarians must be approved by both the
RI Board of Directors and The Rotary Foundation Trustees. Any solicitation by clubs or
districts on behalf of project partners shall comply with Rotary’s circularization policy.
(September 2011 Mtg., Bd. Dec. 32)

Source: September 2011 Mtg., Bd. Dec. 32

36.060. Recognition for Organizations

Guidelines for recognizing organizations are as follows:
1. Because contributions accumulate, organizations may be recognized as they reach each
successive level.
2. Contributions from organizations including corporations, corporate foundations, governments,
nongovernmental organizations, universities, and research institutions totaling US$100,000 or
more that are not sponsorships, not a Rotary organization, and that are not being recognized in
individual recognition are eligible for recognition under Rotary’s Recognition for
Organizations. Sponsors of World Polio Day and the Rotary International Convention receive
rights and benefits according to their sponsorship package and are not included in Rotary’s
Recognition for Organizations.
3. The levels established for Rotary’s Recognition for Organizations are as follows:
Level 1: US$100,000 - $249,999
Level 2: US$250,000 - $499,999
Level 3: US$500,000 - $999,999
Level 4: US$1,000,000 - $2,499,999
Level 5: US$2,500,000 - $4,999,999
Level 6: US$5,000,000 and above
4. Suggested benefits for each level are subject to negotiation with the organization. (October
2018 Mtg., Bd. Dec. 47)

Source: October 2018 Mtg., Bd. Dec. 47

36.070. Corporate Project

A corporate project is defined as a project undertaken by Rotary International and its Foundation,
and approved by a Council, in which all clubs worldwide are encouraged to participate. As
outlined in section 40.040.1. of the Rotary Code of Policies and section 12.010. of The Rotary
Foundation Code of Policies, no new corporate projects will be considered until the PolioPlus
program is completed. (September 2016 Mtg., Bd. Dec. 28)

Source: February 2007 Mtg., Bd. Dec. 158; Amended by June 2007 Mtg., Bd. Dec. 226; September 2016 Mtg., Bd. Dec. 28
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36.080. Collaborating Organizations

Rotary International and/or The Rotary Foundation recognize collaborating organizations such as
nongovernmental organizations, government agencies, corporations, or universities with which
Rotarians work to advance their community and international service activities. These
collaborating organizations have proven experience with Rotary and Rotarian service activities at
the local and/or international levels. (April 2018 Mtg., Bd. Dec. 159)

Source: April 2018 Mtg., Bd. Dec. 159

36.090. Representatives to Other Organizations

The president, in consultation with the Trustee chair as appropriate, may appoint an experienced
Rotarian to act as a representative to organizations with which RI or TRF have cooperative
relationships.

Representatives shall serve for the term of the relationship or a maximum of three years, renewable
for a further three years.

Representatives will act as liaison between the cooperative organization, the president, the Trustee
chair and the general secretary, attending meetings as requested, monitoring progress on the
relationship and communicating with the cooperating organization on policy, programs and
activities of RI and TRF relevant to the cooperative relationship.

Representatives shall receive initial orientation and ongoing briefings as necessary to fulfill their
responsibilities.

Expenses shall be reimbursed to the extent of approved budgeted amounts and in accordance with
RI policy.

The president, in consultation with the Trustee chair as appropriate, may remove a representative
at any time. (February 2007 Mtg., Bd. Dec. 158)

Source: February 2007 Mtg., Bd. Dec. 158

36.100. Invitations to Attend Meetings of Other Organizations

The general secretary shall respond to invitations for RI or TRF to attend meetings of other
organizations in the following manner:

1) Evaluate the meetings in terms of both potential program information and Rotary visibility

2) Identify Rotarians -- such as general officers, members of RI committees, as well as other

Rotary leaders -- who both live in or near the meeting city and who are knowledgeable about
Rotary activities relating to the subject of the meeting and to include this information in the
database being developed for the president, president-elect, president nominee, TRF chair, and
TRF chair-elect

3) Following consultation with the president and/or TRF chair (as appropriate), invite the selected
Rotarians to attend the meeting and to:
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June 2020

a. act as observers, collecting and recording information pertinent to Rotary, unless invited in a
specific capacity as a speaker, panelist or to collect an award on behalf of RI or TRF as otherwise
instructed
b. make written reports, after the meeting, to the president or TRF chair, who through the general
secretary will relay them to relevant committee chairs
c. be reimbursed for expenses, if any, in connection with their attendance at meetings as outlined
in the invitation letter. (January 2011 Mtg., Bd. Dec. 137)
Source: October 1993 Mtg., Bd. Dec. 98; Amended by February 2007 Mtg., Bd. Dec. 158; June 2007 Mtg., Bd. Dec. 280; January 2011 Mtg.,
Bd. Dec. 137

36.110. 16-Step Process for Formalizing Partnerships

Step 1: Identify needs within each Area of Focus.

Step 2: Build pool of potential strategic partners within each Area of Focus.

Step 3: Perform initial due diligence and research on organizations appearing to provide a good
fit for Rotary (1–2 weeks).

Step 4: For “Pass” organizations, initiate contact, if communication not already initiated by the
other organization, Rotarians or Trustees (1–3 months).

Step 5: Conduct in-depth due diligence and analysis of organization and potential for partnership
(1 month).

Step 6: Explore Partnership Opportunities (2–3 months).

Step 7: Arrange Trustee Site visit to negotiate parameters of relationship and packaged grants (1–
2 months).

Step 8: Present the results of the site visit to staff review team for review (1 month).

Step 9: Seek endorsement by Joint Committee on Partnerships for recommendations to Trustees

and RI Board.

Step 10: Secure Trustee and RI Board approval of organization and strategic partnership concept
(2–3 months).

Step 11: Prepare draft memorandum of understanding and finalize negotiations with partner (2–4
months).

Step 12: Concurrent with step 10, prepare web and strategic partnership application materials (1–
2 months).

Step 13: Communicate and promote relationship (1–2 months).

Step 14: Implement the scope of work outlined in the memorandum of understanding.
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June 2020

Step 15: Monitor, evaluate, and adjust.

Step 16: Renew or end relationship. (January 2015 Mtg., Bd. Dec. 117)

Source: October 2014 Mtg., Bd. Dec. 64

36.120. Joint Committee on Partnerships

The Joint Committee on Partnerships shall comprise seven to nine members, including one trustee,
one director, two past trustees or directors, and five individuals who have not served as either
trustee or director. The current director and trustee will be appointed for one-year terms; the past
directors and trustees and the five other members will be appointed for three-year, staggered terms.

Appointment of all members, including the chair, and the vice chair of the committee, will be made
jointly by the trustee chair and the RI president for the year in which the committee will function.
Members may be reappointed.

The five members to serve on the committee, who are not current or past directors or trustees, shall
have the following attributes:

1) Demonstrated interest in Rotary;

2) Extensive knowledge of international development issues;
3) Experience in developing and working with partner organizations;
4) Ability to network and to identify and cultivate significant partners for Rotary;
5) Willingness to commit time and effort to Rotary, including participation in committee meetings.
(October 2018 Mtg., Bd. Dec. 38)

Source: October 2014 Mtg., Bd. Dec. 34; Amended by October 2018 Mtg., Bd. Dec. 38


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June 2020

Article 37. RI Guidelines for Sponsorship and Cooperation

37.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

37.020. Cooperation with United Nations
37.030. Cooperation with Other Organizations and Groups

37.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

The Board, acknowledging that RI meetings, events, projects and programs are supported in part
through sponsorships by business entities and governmental agencies, has adopted the following
terms for acceptance of sponsorship of RI meetings, events, projects and programs:

1. Sponsorships are relationships with other organizations which benefit RI, TRF, and Rotary
projects(s) and Rotary program(s), in image-enhancing, promotional, monetary or other ways.
Club and district events, such as conferences, PETS, etc., should be permitted to accept
sponsorships; however the Council on Legislation is not an acceptable sponsorship venue. Each
sponsorship relationship should terminate either within a defined period of time or with the
completion of the sponsored event. It is important to maintain the appropriate level of decorum at
any Rotary event.

2. RI does not endorse its sponsors, their products or services, policies or positions. Sponsorship
does not imply endorsement or approval of the sponsor’s products or services, policies or positions
by RI. A sponsorship does not imply any exclusive arrangement with RI. A sponsorship does not
imply any grant of control or influence to the sponsor over the content of any RI activity,
publication, position or policy, nor does it imply that RI will exert any influence to advance the
sponsor’s interests outside the particulars of the arrangements made for the sponsored event or
activity. Promotional materials and communications cannot include any wording or design that
suggests endorsement or approval of a product or service, policy or position by RI.

3. RI will not accept a sponsorship that:

a. Conflicts with Rotary’s ethical and humanitarian values

b. Undermines internationally recognized standards for human rights
c. Supports the use of addictive or harmful products and activities, including but not limited to
alcohol (when inappropriate in a specific cultural context), tobacco, gambling, and guns,
weapons or other armaments
d. Promotes a particular political or religious viewpoint through the partnership’s activities and
results
e. Discriminates based on race, ethnicity, color age, gender, language, religion, political opinion,
sexual orientation, national or social origin, property, or birth or other status through the
partnership’s activities and results
f. Weakens the autonomy, independence, reputation, or financial integrity of Rotary International,
The Rotary Foundation, or the specific Rotary club, district or other Rotary Entity
g. Involves any subject matter which is not in accord with the Object of Rotary

4. Further to point 3.c., above, where culturally appropriate, convention host organizing
committees may solicit alcoholic beverage companies as sponsors, recognizing that the terms
of any sponsorship relationship shall be subject to any restrictions with respect to the use, sale
and marketing of alcoholic beverages in the venue contract(s). If there is a merchandising
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June 2020

component to such a sponsorship, whether for give-away or sale, and whether or not for
fundraising purposes, then:

a. the label on the alcoholic beverage shall not contain the Mark of Excellence,
b. in such instances, the general secretary shall develop a suitable substitute label design for
the approval of the RI president (when known) who presides over the convention together with
the general secretary, consistent with policy at 57.010.1.

5. Cultural and legal variances in business practices among nations should be identified and
honored whenever possible in matters of RI meeting, event, project and program sponsorship. In
realization that business practices are not universal, ethical guidelines appropriate to a given
culture should be developed, published, and applied by those responsible for the solicitation and/or
acceptance of RI meetings, events, projects or programs-related sponsorship.

6. Any sponsorship must comply with relevant laws.

7. Any sponsorship revenue or donations-in-kind (the value thereof, see paragraph 7, below)
received will be subject to the terms of any agreement between RI and any local organizing entity.

8. Sponsorships that would appear in revenue projections for RI meetings, events, projects or
programs of necessity shall be guaranteed in writing by the intended sponsor. Moreover, such
written intent shall clearly state what, if anything, the sponsor expects in return for its assistance.

9. Donations-in-kind shall be considered as sponsorship to the extent of their lowest reasonable

fair market financial value.

10. Recognition for sponsorships shall occur--primarily during the actual meeting, event, project
or program--in the form of published attribution and acknowledgment of thanks, verbal expression
of gratitude, signage anywhere within meeting facilities, and to the extent that the planning
committee for that meeting, event, project or program finds acceptable. In no instance, shall a
sponsor name be included in the name, title or logo of any meeting, event, project or program.
Sponsors of specific events or projects of Rotary may be identified in the following manner
“[Rotary event or project name] presented by [sponsor’s name].”

11. All sponsorship proposals, whether obtained by RI or by a local organizing entity, shall require
the approval of the general secretary in consultation with the president (when known) who presides
over the convention. Such approval shall include but not be limited to the following aspects of
each sponsorship proposal:

a) Appropriateness of the sponsor

b) Nature of the sponsorship plan
c) Extent of the sponsorship relationship
d) Share of the sponsorship revenue between RI and any local organizing entity
e) Nature of the sponsorship recognition

12. “Official Sponsorship Designations”: The general secretary will review applications and bids
for companies that will be designated “official.” For example, an “official” air carrier, and where
appropriate, an “official” rental car company and other services, may receive a similar designation.
Competitive firms are sought for the designations, and proposals are obtained and analyzed by the
Rotary Code of Policies 259
June 2020

general secretary. For the air carrier, the general secretary considers not only the fare proposed but
also the capacity of the carrier, the complimentary tickets and freight offered to RI.

The selection of “official” service firms should be recommended by the general secretary’s staff
assigned to convention activities and approved by the general secretary and the president who will
preside over the convention. Transparency in the bid process is important.

13. “Exclusive Sponsorship Categories”: Unless permission from RI is sought and obtained in
advance of any solicitation on the part of a local organizing entity, RI reserves exclusive rights to
solicit and accept sponsorships with airline companies and banking/financial institutions, due to
RI’s long term agreements and relationships with such entities.

14. First aid/medical sponsorships: The specifics and details involved with a medical/first aid
sponsor must be approved by the general secretary, in consultation with the president (when known)
who presides over the convention, at least three months before the meeting, event, project, or
program to ensure that the sponsoring organization can comply with RI’s contractual requirements,
including but not limited to insurance and indemnification requirements. First aid/medical
sponsors sent to the general secretary later than three months before the meeting, event, project, or
program will not be considered.

15. Internet sponsorships: The specifics and details involved with an internet sponsor must be
approved by the general secretary, in consultation with the president (when known) who presides
over the convention, at least three months before the meeting, event, project, or program to ensure
that the sponsoring organization can provide the internet services RI requires at its events and also
comply with RI’s contractual requirements, including but not limited to insurance and
indemnification requirements. Internet sponsors sent to the general secretary later than three
months before the meeting, event, project or program will not be considered.

16. Each RI sponsorship relationship should terminate either within a defined period of time or
with the completion of the sponsored meeting, event, project or program.

17. Except by Board authorization, individual member data must not be used for sponsorship
purposes and must stay within the control of RI. However, any determination to allow access to
individual member data must respect the individual rights of Rotarians, including relevant legal
restrictions. All sponsorships must follow the Rotary Privacy Statement (Rotary Code section
26.080.)

18. All uses of the Rotary Marks for the sponsorship purposes contemplated herein must be
governed by the "RI and TRF Guidelines for Use of the Rotary Marks by Other Organizations"
(Rotary Code Section 33.030.15.). A copy of these Guidelines must be attached to and
incorporated in any contract entered into between RI or any local organizing entity and any
Sponsor. (January 2020 Mtg., Bd. Dec. 85)
Source: October 1998 Mtg., Bd. Dec. 86; November 2007 Mtg., Bd. Dec. 70; November 2008 Mtg., Bd. Dec. 81. Amended by February 1999
Mtg., Bd. Dec. 237; August 2000 Mtg., Bd. Dec. 64; November 2001 Mtg., Bd. Dec. 71; February 2002 Mtg., Bd. Dec. 213; January 2012 Mtg.,
Bd. Dec. 201; October 2013 Mtg., Bd. Dec. 52; May 2014 Mtg., Bd. Dec. 136; September 2016 Mtg., Bd. Dec. 28; January 2017 Mtg., Bd. Dec.
96; June 2017 Mtg., Bd. Dec. 172; April 2018 Mtg., Bd. Dec. 159; October 2019 Mtg., Bd. Dec. 61; October 2019 Mtg., Bd. Dec. 62, January
2020 Mtg., Bd. Dec. 85
Rotary Code of Policies 260
June 2020

Cross References

34.030.15. RI and TRF Guidelines for Use of the Rotary Marks by Other Organizations
36.010.1. Criteria for Evaluation of Partnership Proposals
69.060.1. Contributions to and Support For Other Organizations

37.020. Cooperation with United Nations

Rotary International holds the highest (Category 1) consultative status with the Economic and
Social Council of the United Nations.

37.020.1. Rotary and The United Nations

Rotarians are encouraged to acquaint themselves with the activities of the United Nations
directed to the advancement of world peace. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1952 Mtg., Bd. Dec. 98; June 1982 Mtg., Bd. Dec. 393

37.020.2. Membership in UN and its Agencies

RI shall not take membership in any of the organizations related to the United Nations or
its specialized agencies. (June 1998 Mtg., Bd. Dec. 348)

Source: July 1948 Mtg., Bd. Dec. 28

37.020.3. Support For RI Principal and Alternate Representatives to UN

RI principal and alternate representatives to the three UN offices should have the best
possible orientation and support which should include, at a minimum, basic tools such as
business cards and stationery. RI shall provide annual reimbursement of their allowable
expenses upon receipt of appropriate invoices. (June 2007 Mtg., Bd. Dec. 278)

Source: November 1990 Mtg., Bd. Dec. 138; Amended by June 2007 Mtg., Bd. Dec. 278

37.020.4. Orientation For RI Representative to UN

The official RI representative should receive extensive and continuing orientation and
guidance by visits to RI world headquarters in Evanston and participation in such meetings
as the International Assembly and/or convention, when invited by the president, and should
work in cooperation with the staff person responsible for the UN relations (including non-
government organizations) in Evanston to establish operational procedures, reporting
mechanisms and identification of opportunities for RI to advance its programs and increase
its visibility at the UN and its agencies as a world-class service organization which, in turn,
will enhance Rotary’s image with governments, world leaders, and the general public.
(June 1998 Mtg., Bd. Dec. 348)

Source: June 1992 Mtg., Bd. Dec. 350; March 1993 Mtg., Bd. Dec. 196

37.020.5. Terms of Reference for RI Representatives to UN

Principal representatives shall be experienced Rotarians who have interest and expertise in
the organization(s) to which they are assigned and who shall live in proximity to these
organizations’ offices.
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June 2020

At the request of the president, principal representatives shall serve for at least three years
and shall receive initial and ongoing orientation and training as to their responsibilities; the
operations of their assigned organization(s) or agency(ies) and the policies, programs and
activities of RI and its Foundation.

Principal representatives shall provide regular reports to the general secretary regarding
attendance at meetings, achievement of RI program and public relations objectives, and
opportunities for enhancing RI visibility through their assigned organization(s) or
agency(ies) and contacts with other Non-Governmental Organizations (NGOs).

Representatives shall monitor their assigned organization(s) or agency(ies) and other

NGOs, relaying to RI those matters which relate to RI’s missions and activities.
Representatives shall not have the authority to make or change RI policy and programs,
but should communicate established policy, programs and activities as reflected in official
Rotary material or as developed and approved by the Board, the president or the general
secretary.

Within the framework of an approved budget, representatives shall conduct activities to

further communication between RI and their assigned organization(s) or agency(ies).
These activities must be authorized by the president and coordinated by the general
secretary. (June 1998 Mtg., Bd. Dec. 348)

Source: March 1994 Mtg., Bd. Dec. 201

37.020.6. Terms of Reference for Alternate RI Representatives to UN

Alternative representatives shall be experienced Rotarians who have interest in and
expertise about the organization to which they are assigned and who live in proximity to
that organization’s offices.

At the request of the president, alternative representatives may be appointed in both New
York and Geneva for terms of at least three years on a staggered basis consistent with the
appointment of principal representatives, and shall receive initial and ongoing orientation
and training as to their responsibilities.

If asked to serve, alternate representatives may receive direction from the principal
representatives and should provide regular reports to them regarding attendance at
meetings, achievement of RI program and public relations objectives, and opportunities for
enhancing RI visibility through the UN system and contacts with other NGOs. Alternate
representatives shall not have the authority to make or change RI policy and programs, but
should communicate established policy, programs and activities as reflected in official
Rotary material or as developed and approved by the Board, the president, or the general
secretary. (February 1999 Mtg., Bd. Dec. 196)
Source: March 1994 Mtg., Bd. Dec. 201; Amended by October 1998 Mtg., Bd. Dec. 140

37.020.7. Volunteer Representatives to UN

The president shall appoint suitable volunteer representatives to UN agencies in other
locations. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1991 Mtg., Bd. Dec. 140
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June 2020

37.020.8. Publicity for Cooperation with UN

The general secretary shall arrange for periodic publication of articles in The Rotarian
magazine and the licensed regional magazines on the UN, its agencies, and the work of
RI’s UN representatives. (January 2019 Mtg., Bd. Dec. 80)

Source: November 1990 Mtg., Bd. Dec. 138; Amended by October 2018 Mtg., Bd. Dec. 68

37.020.9. Club Cooperation With UN

All clubs should explore every opportunity for cooperation with local units of the United
Nations Associations and at local offices of the United Nations and affiliated agencies,
provided that such does not contravene RI’s Constitution and Bylaws. (June 1998 Mtg.,
Bd. Dec. 348)

Source: November 1991 Mtg., Bd. Dec. 140

37.030. Cooperation with Other Organizations and Groups

37.030.1. RI Representatives to the United Nations and Other Organizations

The system of RI representatives to the United Nations community and to non-
governmental organizations includes the following organizations:

1) United Nations Headquarters, New York

2) United Nations Office, Geneva, Switzerland
3) United Nations Office, Vienna, Austria
4) Council of Europe (COE), Strasbourg, France
5) UN Educational, Scientific, and Cultural Organization (UNESCO), Paris, France
6) UN Human Settlements Programme (UN-HABITAT), Nairobi, Kenya
7) UN Environment Programme (UNEP), Nairobi, Kenya
8) UN Food and Agricultural Organization (FAO), Rome, Italy
9) UN World Food Program (WFP), Rome, Italy
10) World Bank, Washington, D.C.
11) Organization of American States (OAS), Washington, D.C.
12) Organization of African Unity (AU), Addis Ababa, Ethiopia
13) International Organization of the Francophonie (IOF), Paris, France
14) UN Economic Commission for Europe (ECE), Geneva, Switzerland
15) UN Economic Commission for Latin America and the Caribbean (ECLAC), Santiago,
Chile
16) UN Economic and Social Commission for Western Asia (ESCWA), Beirut, Lebanon
17) UN Economic and Social Commission for Asia and the Pacific (ESCAP), Bangkok,
Thailand
18) UN Economic Commission for Africa (ECA), Addid Ababa, Ethiopia
19) UN International Fund for Agricultural Development, Rome, Italy
20) European Union
21) League of Arab States
22) Commonwealth of Nations
23) Organization for Economic Cooperation and Development (OECD)
Rotary Code of Policies 263
June 2020

The president should consider appointing qualified Rotarians to serve as representatives to

these organizations in accordance with the guidelines established by the Board in section
36.090. of this Code.

RI representatives to other organizations should have the best possible orientation and
support which should include, at a minimum, basic tools such as business cards and
stationery. RI shall provide annual reimbursement of their allowable expenses upon receipt
of appropriate invoices.

The RI president may appoint Rotaractors to serve as youth representatives, where

appropriate. (January 2013 Mtg., Bd. Dec. 140)
Source: March 1997 Mtg., Bd. Dec. 243; June 2007 Mtg., Bd. Dec. 278; Amended by November 2007 Mtg., Bd. Dec. 118; January
2008 Mtg., Bd. Dec. 142; October 2012 Mtg., Bd. Dec. 124; January 2013 Mtg., Bd. Dec. 140

37.030.2. Dean of the RI Representative Network

The dean of the RI representative network is the identified leader and expert for RI’s
representatives to the United Nations and other organizations. The dean acts both as
adviser to the representatives and advocate for the United Nations and other organizations
to the greater Rotary world.

The RI president shall appoint the dean annually. Candidates for this position will be
limited to existing RI representatives to the United Nations and other organizations.

The general secretary shall support the dean in conjunction with the RI representatives to
the United Nations and other organizations and shall budget accordingly for related travel
expenses associated with this position. (June 2013 Mtg., Bd. Dec. 196)
Source: January 2013 Mtg., Bd. Dec. 175; Amended by June 2013 Mtg., Bd. Dec. 196

37.030.3. Council of Europe

In its consultative status with the Council on Europe, Rotary International is not to be
interpreted as endorsing a particular regional structure or plan, but rather as pursuing its
goal of advancing international understanding, goodwill and peace.

As appropriate, the president shall appoint a past governor or higher ranking Rotarian to
serve as RI representative to the Council of Europe, reporting through either the UN liaison
advisory committee, an equivalent committee or the general secretary. (June 1998 Mtg.,
Bd. Dec. 348)
Source: November 1992 Mtg., Bd. Dec. 97

37.030.4. Inner Wheel

Although RI and Inner Wheel share some of the same service goals, they are separate
organizations and have no official affiliation.

The general secretary shall maintain an agreement with International Inner Wheel
concerning its emblem, consistent with RI’s obligation to protect and preserve the RI
emblem. (September 2011 Mtg., Bd. Dec. 34)
Source: July 1991 Mtg., Bd. Dec. 54; May 2000 Mtg., Bd. Dec. 410; September 2011 Mtg., Bd. Dec. 34
Rotary Code of Policies 264
June 2020

37.030.5. PROBUS Clubs

Rotary clubs may, at no cost to RI, organize and support PROBUS clubs as a worthwhile
community service activity. PROBUS is not a program of Rotary International. As
appropriate, the general secretary shall share information about PROBUS clubs with
Rotary clubs through existing RI publications. The general secretary shall refer clubs
interested in sponsoring PROBUS clubs to the PROBUS center in their area. (June 1998
Mtg., Bd. Dec. 348)

Source: May 1989 Mtg., Bd. Dec. 326; March 1992 Mtg., Bd. Dec. 221; March 1994 Mtg., Bd. Dec. 171; November 1996 Mtg., Bd.
Dec. 103

37.030.6. Groups of Former Rotarians

Groups of former Rotarians organized to promote acquaintance and fellowship and to
further their individual active interest in service to others are looked upon with favor. No
objection will be offered to the establishment of any such group provided it is organized
and functions as follows:

a. The organization of a group of former Rotarians shall be undertaken by the interested

former Rotarians concerned.

b. The group shall determine the method of ascertaining the eligibility and qualifications
of its members and shall not include in its membership members of clubs or those who
have never been Rotarians.

c. Members of the group may identify themselves as “former Rotarians” or “past Rotarians”
individually and in the name of the group.

d. The group shall not use the words “Rotary,” “Rotary club,” “Rotarian” (except as
established above) or “Rotary International” in its name or publications, nor shall such
group or its individual members use the Rotary emblem or any modification of the emblem
or any other similar emblem.

e. There shall be no direct or indirect implication that the group is an affiliated club of RI
or in any other way officially a part of or recognized by RI.

f. The purposes of the group shall be to develop acquaintance and fellowship among its
members and to provide opportunities for participation in service activities, and its program
and activities shall be consistent with such purposes.

g. The group shall not take corporate action or give corporate expression of opinion on
political subjects or on the organization, administration and functioning of RI or its member
clubs.

h. The group may not circularize Rotary clubs or Rotarians on any matter whatsoever.

i. Members of the group do not inherently have the right to attend Rotary club meetings
or RI meetings and do not otherwise by right have access to RI or its officers or to Rotary
clubs and their officers or to RI publications.
Rotary Code of Policies 265
June 2020

j. RI shall not provide financial assistance to any group of former Rotarians, nor shall such
group seek financial assistance from RI or its member clubs.

k. A meeting of the group shall not be the basis for attendance credit for Rotarians.

l. Former Rotarians are encouraged to organize in groups in accordance with the foregoing
procedure and conditions, provided that such encouragement does not constitute
sponsorship or official recognition of any such group. (January 2020 Mtg., Bd. Dec. 99)
Source: May 1965 Mtg., Bd. Dec. 247; Amended by January 2020 Mtg., Bd. Dec. 99


Rotary Code of Policies 266
June 2020

Article 38. Territorial, Regional and Sectional Groupings

38.010. Territorial Units-RIBI

38.020. Limitations on Administrative Units

38.010. Territorial Units-RIBI

38.010.1. Relationship Between RI and RIBI

RI fully recognizes and respects the integrity of the resolution of the 1927 Convention that
authorizes RIBI to operate as the sole territorial unit form of administration within RI, and
will continue to do so unless requested by the General Council of RIBI or a majority of the
member clubs of Great Britain and Ireland to dissolve or modify the territorial unit of RIBI.

Source: November 1984 Mtg., Bd. Dec. 60

38.010.2. RIBI Officers’ Attendance at International Assembly and Convention

Officers and officers-nominee of RIBI are authorized to attend the International Assembly
and Convention as official participants, at no expense to RI. (January 2011 Mtg., Bd. Dec.
117)

Source: November 1984 Mtg., Bd. Dec. 60; Amended by January 2011 Mtg., Bd. Dec. 117. Affirmed by March 1992 Mtg., Bd. Dec.
218

38.020. Limitations on Administrative Units

It is not in the best interest of RI to consider any future or additional form of administrative
structure or specific geographic areas of the world that would be parallel to or similar to the RIBI
territorial unit. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1984, Mtg. Bd. Dec. 60


Rotary Code of Policies 267
June 2020

CHAPTER V

PROGRAMS

Articles
40. General Provisions
41. Rotary Programs
42. Global Networking Groups
43. RI Awards
44. Rotary Clubs, Districts, and Other Rotary Entities and Other Organizations

Article 40. General Provisions

40.010. Rotary Programs and Global Networking Groups

40.020. Evaluation
40.030. New Rotary Programs and Global Networking Groups
40.040. RI Projects
40.050. Rotary Alumni

40.010. Rotary Programs and Global Networking Groups

The following Rotary Programs are organized activities recognized by the RI Board for clubs and
districts:

Interact
Intercountry Committees
New Generations Service Exchange
Rotary Community Corps
Rotary Friendship Exchange
Rotary Youth Exchange
Rotary Youth Leadership Awards

The following Global Networking Groups are recognized by the Board as associations of
individual Rotarians organized to focus on service or shared topics of interest on an international
basis:

Rotary Action Groups

Rotary Fellowships
(October 2019 Mtg., Bd. Dec. 57)

Source: August 1999 Mtg., Bd. Dec. 61; June 2005 Mtg., Bd. Dec. 302; Amended by June 2001 Mtg., Bd. Dec. 394; January 2017 Mtg., Bd.
Dec. 87; October 2019 Mtg., Bd. Dec. 57

40.010.1. Definition of Program Participants

Program participants are those individuals who currently participate in RI and Rotary
Foundation programs, including:
 Interact
 Rotary Community Corps
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June 2020

 Rotary Friendship Exchange

 Rotary Youth Exchange
 Rotary Youth Leadership Awards (RYLA)
 Rotary Peace Fellowships
 Global Grant Scholarships
 Vocational training teams (members and leaders)
 District Grant Scholarships
 New Generations Service Exchange
(October 2019 Mtg., Bd. Dec. 57)

Source: September 2016 Mtg., Bd. Dec. 28; Amended by October 2019 Mtg., Bd. Dec. 57

40.020. Evaluation
All Rotary Programs and Global Networking Groups shall be evaluated on a regular basis
determined by the general secretary, occurring at least every five years. The general secretary
shall determine the appropriate evaluation criteria, taking into account:

a) intended purpose and objectives

b) return on investment at the corporate, multidistrict, district, and club levels
c) alignment with the Strategic Plan and the Areas of Focus
d) participation by districts and clubs
e) membership development
f) Rotary’s public image (January 2017 Mtg., Bd. Dec. 87)

Source: March 1993 Mtg., Bd. Dec. 187; August 1999 Mtg., Bd. Dec. 61; Amended by November 2008 Mtg., Bd. Dec. 58; January 2017 Mtg.,
Bd. Dec. 87. Affirmed by May 2000 Mtg., Bd. Dec. 404

40.020.1. Review of Current Projects and Activities

At any time, the general secretary, the Board, and RI committee chairs may recommend
projects or activities to the Operations Review Committee for review.

On a biennial basis, the Operations Review Committee will generate a survey to be sent to
the general secretary, the Board, and RI committee chairs to solicit recommendations for
projects/activities that should be evaluated/considered because they may no longer be
effective or worthwhile.

Projects and activities that are recommended for review will be presented to the Operations
Review Committee with a brief analysis from the general secretary.

Any project or activity that the Operations Review Committee considers necessary for
review will be forwarded to the Board for consideration as to whether a more thorough
review of the project or activity should be done by the Operations Review Committee or
another committee with subject-matter responsibility. (September 2017 Mtg., Bd. Dec. 24)

Source: June 2017 Mtg., Bd. Dec. 155

Rotary Code of Policies 269
June 2020

40.030. New Rotary Programs and Global Networking Groups

As a general guideline, the Board shall adopt new Rotary Programs or Global Networking Groups
only when:
a) the new program aligns with Rotary’s strategic plan
b) an existing program of similar cost has been eliminated or reduced
c) the president and president-elect have been able, as desired and appropriate, to consult one or
more RI committees to evaluate and develop program proposals
d) the president and president-elect agree on its need and commit themselves to fully supporting
it
e) the board has identified tangible expected results with defined measures of success along with
a period of time (e.g. 2-3 years) to review actual results to expected results
f) the general secretary has submitted a complete program prospectus which specifies the new
program’s purpose and effect and indicates what is required to launch it successfully
g) there is sufficient time for adequate planning and preparation before the new program’s
implementation
h) there is sufficient staff and financial support for the first few years of the program
i) it is adopted initially as a three-year pilot program, after which the general secretary shall
submit a detailed evaluation of the program to the Board, which shall then decide whether to
make it a regular RI program. (January 2017 Mtg., Bd. Dec. 87)

Source: June 1992 Mtg., Bd. Dec. 337; August 1999 Mtg., Bd. Dec. 61; October 2015 Mtg., Bd. Dec. 50; January 2017 Mtg., Bd. Dec. 87

40.030.1. Feasibility Study for New Rotary Programs or Global Networking Groups
Before any new Rotary Program or Global Networking group is adopted by the Board, the
needs and desires of the Rotary world and the financial and staff feasibility for that
proposed program should first be assessed by the Board. Other considerations should be
the contribution of the program to fulfilling the objective of Rotary along with the vision
and goals of Rotary’s current strategic plan, the duties added by the program to the job of
the governor, its relationship to established RI programs, possibilities for adaptation of the
program in various parts of the Rotary world, the degree to which it involves personal
participation by club members and plans for its future expansion, consolidation, or
termination. (January 2017 Mtg., Bd. Dec. 87)

Source: January 1969 Mtg., Bd. Dec. 142; March 1993 Mtg., Bd. Dec. 187; August 1999 Mtg., Bd. Dec. 61; October 2015 Mtg., Bd.
Dec. 50; January 2017 Mtg., Bd. Dec. 87

40.030.2. Adoption of New Projects and Activities

All decisions creating a new project or activity that have human or financial resource
requirements lasting beyond the current Rotary year must identify the following at the time
of adoption:

a. A defined trial and evaluation period of not more than four years
b. Anticipated impact on Rotary’s resources for the duration of the trial and evaluation
period
c. Criteria by which the success or failure of the project will be measured
d. Dates for interim evaluations and reports to the Board
Rotary Code of Policies 270
June 2020

e. Date of the final evaluation, following which the Board may adopt it as a permanent
project or activity, terminate the project or activity, or extend the trial and evaluation
period as needed

If the Board does not adopt or extend the project or activity, it will terminate at the end of
the trial and evaluation period. (September 2017 Mtg., Bd. Dec. 24)

Source: June 2017 Mtg., Bd. Dec. 155

40.040. RI Projects
Rotary International may, from time to time, promulgate programs or projects to advance the
Object of Rotary that would benefit from the collective effort of participating clubs and Rotarians.
(January 2017 Mtg., Bd. Dec. 87)

Source: May 1979 Mtg., Bd. Dec. 345; Amended by January 2017 Mtg., Bd. Dec. 87

40.040.1. New RI Projects

Until the PolioPlus program has been successfully completed, no other corporate projects
will be considered. (January 2017 Mtg., Bd. Dec. 87)

Source: July 1997 Mtg., Bd. Dec. 36; Amended by January 2017 Mtg., Bd. Dec. 87

40.050. Rotary Alumni

40.050.1. Definition of Rotary Alumni

Rotary alumni are valued members of the Rotary family. They are distinguished by their
shared Rotary values and past participation in Rotary programs. Rotary alumni are
individuals who have experienced Rotary through various programs, including, but not
limited to:

 Interact
 Rotaract
 Rotary Youth Exchange
 Rotary Youth Leadership Awards (RYLA)
 Rotary Peace Fellowships
 Global Grant Scholarships
 Vocational training teams (members and leaders)
 District Grant Scholarships
 New Generations Service Exchange
 Rotary Foundation awards to individuals in former TRF programs, such as:
- Ambassadorial Scholarships
- Grants for University Teachers
- Group Study Exchange
- Rotary Volunteers
(October 2014 Mtg., Bd. Dec. 38)
Source: January 2014 Mtg., Bd. Dec. 89
Rotary Code of Policies 271
June 2020

40.050.2. Alumni Relations Activities

Districts are encouraged to consider the following actions to enhance relationships with
Rotary Alumni in their districts and to help achieve the intended objectives of the programs
in which they participated:

a) formally greet all Rotary Alumni upon their return home;

b) ensure that Rotary Alumni complete required presentations primarily in the sponsoring
district, as required by their program’s guidelines;

c) encourage Rotary Alumni to join a Rotary Alumni Association, or establish one if one
does not already exist in their geographic area;
d) encourage Rotary Alumni to participate in Rotary projects;

e) arrange for articles on Rotary Alumni activities in appropriate publications;

f) invite Rotary Alumni to the district conference;

g) invite Rotary Alumni to annual dinners or other functions;

h) organize regular reunions of Rotary Alumni;

i) keep Rotary Alumni records current;

j) consider Rotary Alumni as potential Rotary members;

k) invite Rotary Alumni to contribute to the Foundation as appropriate;

l) invite Rotary Alumni to participate in the recruitment and selection processes for
outbound program participants;

m) ask Rotary Alumni to participate in orientation programs for outbound program

participants in the district;

n) encourage invitations to Rotary Alumni to attend or participate as speakers at special

district and club functions. (October 2019 Mtg., Bd. Dec. 29)

Source: January 2015 Mtg., Bd. Dec. 117; Amended by October 2019 Mtg., Bd. Dec. 29

40.050.3. Rotary Alumni Associations

A Rotary Alumni Association is a group united to pursue service and fellowship. The
primary purpose of an alumni association shall be to further friendship, fellowship, and
service for those who share a common tie to Rotary International and The Rotary
Foundation. Rotary Alumni associations must be self-sustaining financially,
administratively, and otherwise.
Rotary Code of Policies 272
June 2020

The following are endorsed purposes to be served by Rotary Alumni associations:

a) To be a potential source of members for Rotary clubs

b) To provide support for Rotary programs, such as to orient and counsel outbound or
returning program participants, to help with community service projects or initiate such
projects as appropriate
c) To provide presentations and programs for Rotary clubs and districts, as well as
relevant non-Rotary groups within their communities
d) To assist in creating and sustaining international good will
e) To be a potential source of financial support for Rotary programs
f) To engender a sense of pride in and identification with an outstanding group of men
and women. (October 2019 Mtg., Bd. Dec. 29)

Source: January 2015 Mtg., Bd. Dec. 117

40.050.4. Criteria for Charter of a Rotary Alumni Association and Terms of Rotary
Alumni Associations
The general secretary has authority to recognize Rotary Alumni associations. Rotary
Alumni association activities must be conducted independently of RI/TRF, but must be in
harmony with RI/TRF policy, including those concerning the use of the Rotary Marks as
set forth in the Rotary Code of Policies Article 34. Such associations may include alumni
from a variety of RI or TRF programs or be exclusive to alumni from one program, such
as Rotex, groups of former Rotary Youth Exchange students. Rotary Alumni Associations
may not be formed or used to promote or participate in religious or political beliefs or
activities, subjects that negatively affect health or safety, or subjects that are not in accord
with the Object of Rotary or the overall policy and program of RI/TRF.

A Rotary Alumni association shall have a governing document (charter, constitution,

bylaws, or similar document) which must be consistent with RI/TRF policy. All governing
documents, and amendments thereto, must be reviewed and approved by the general
secretary. A Rotary Alumni association shall be organized with at least two officers, one
of whom shall be the chair (president or other administrative head). A Rotary Alumni
association’s membership shall be open to all who meet the membership criteria set out in
the association’s governing documents. Rotary Alumni associations may charge
membership dues.

Applications for new Rotary Alumni associations shall be reviewed by the general
secretary.

To be recognized as a chartered Rotary Alumni association under the Rotary Alumni

network, an alumni association must:

1) Be a group of program participants, Rotary Alumni, and volunteers

2) Be organized in accordance with RI/TRF policy
3) Complete a Rotary Alumni association charter application form, with appropriate
signatures as found on the application form, for review by the general secretary
4) Comply with RI policies concerning use of the Rotary Marks by Rotary Entities in
Rotary Code section 33.040.12.
Rotary Code of Policies 273
June 2020

After review and approval of the charter application form by the general secretary, RI will
issue a charter certificate to the Rotary Alumni association certifying the alumni
association has been recognized.

Recognition of a Rotary Alumni association by RI/TRF in no way implies legal, financial

or other obligation or responsibility on the part of RI/TRF, or any district or club. A Rotary
Alumni association may not act on behalf of RI/TRF, or represent or imply that it has
authority to act on behalf of RI/TRF. A Rotary Alumni association is not an agency of
RI/TRF. Rotary Alumni associations must be self-sustaining financially, administratively,
and otherwise. Rotary Alumni associations may not exist or function in any country in
violation of the laws of such country. Individual Rotary Alumni associations are not
covered by RI insurance and are encouraged to assess their own risk and secure coverage
as appropriate. (October 2019 Mtg., Bd. Dec. 29)

Source: January 2015 Mtg., Bd. Dec. 117; Amended by September 2016 Mtg., Bd. Dec. 28; June 2017 Mtg., Bd. Dec. 149; October
2019 Mtg., Bd. Dec. 29

40.050.5. Rotary Alumni Association Statement in Publications

Rotary Alumni association newsletters, publications, brochures, and websites must
prominently display the statement “ROTARY” and “THE ROTARY FOUNDATION” are
the intellectual property of Rotary International and are used herein by this Rotary Alumni
association with permission in accordance with certain guidelines. This Rotary Alumni
association operates in accordance with the policies of Rotary International and The Rotary
Foundation, but is not an agency of or endorsed by, Rotary International or The Rotary
Foundation. Neither Rotary International nor The Rotary Foundation of Rotary
International endorse the content hereof or the activities of this Rotary Alumni Association
and accept no liability therefore.” Following is an example of how such language may be
incorporated into a statement describing the Rotary Alumni association.

“District XXXX Rotary Alumni Association is a group of Rotary program participants,

Rotary Alumni, and volunteers who are affiliated with Rotary District XXXX.
“ROTARY” and “THE ROTARY FOUNDATION” are the intellectual property of Rotary
International and are used herein by this Rotary Alumni association with permission in
accordance with certain guidelines. This Rotary Alumni association operates in
accordance with the policies of Rotary International and The Rotary Foundation, but is not
an agency of or endorsed by, Rotary International or The Rotary Foundation. Neither
Rotary International nor The Rotary Foundation of Rotary International endorse the content
hereof or the activities of this Rotary Alumni association and accept no liability therefor.”
(January 2015 Mtg., Bd. Dec. 117)

Source: January 2015 Mtg., Bd. Dec. 117

40.050.6. Rotary Alumni Association Suspension or Termination of Recognition

The general secretary may suspend or withdraw a Rotary Alumni association’s recognition,
with or without the consent of the Rotary Alumni association’s officers or members, for
failure to function in accordance with RI/TRF policy. Failure to respond to
communications from the general secretary for a two-year period may result in withdrawal
of recognition of the Rotary Alumni association.
Rotary Code of Policies 274
June 2020

Any Rotary Alumni association that is terminated by RI shall cease to receive services
including staff support and listing in RI or TRF publications, and on the RI website. Any
rights to use the Rotary Marks shall terminate upon termination of the alumni association
including any right to use the ROTARY name in the name of the association.

To maintain its status as an alumni association, a Rotary Alumni association must:

1) Function in accordance with its recognized purpose and in accordance with RI/TRF
policy
2) Respond to inquiries from members, potential members, and the general secretary
(January 2020 Mtg., Bd. Dec. 99)
Source: January 2015 Mtg., Bd. Dec. 117; Amended by January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 29; January
2020 Mtg., Bd. Dec. 99

40.050.8. Youth Protection

Rotary Alumni Associations must protect the safety and wellbeing of all youth
participating in their activities and comply with Rotary International’s youth protection
policies. A Rotary Alumni Association may not grant membership or affiliation to a person
who is known to have engaged in sexual abuse or harassment or who is prohibited from
being a member of a Rotary club. (Upon obtaining information that an alumni association
has knowingly failed to terminate the membership or affiliation of such an individual, the
RI Board may terminate the Rotary Fellowship for failure to comply). (October 2019 Mtg.,
Bd. Dec. 29)
Source: October 2019 Mtg., Bd. Dec. 29

40.050.9. Rotary Alumni Associations and Other Organizations

In order to ensure coordination and cooperation with Rotary Entities and other Rotary
related groups that may be involved in similar activities and avoid conflicts of interest,
Rotary Alumni associations approaching other organizations for funds in excess of
US$25,000 or other cooperative relationships shall notify the general secretary in advance
of any applications. This provision also applies to funds that will be disbursed to a third
party organization working with the Rotary Alumni association. (January 2015 Mtg., Bd.
Dec. 117)
Source: January 2015 Mtg., Bd. Dec. 117

40.050.10. Rotary Alumni Association Circularization Policy

In concert with general RI/TRF policy prohibiting circularization, a Rotary Alumni
association desiring to request the cooperation of districts, clubs or Rotarians in connection
with any matter whatsoever, by any means, shall first submit its purpose and plans to the
district governor or governors of the involved area and secure his, her, or their approval.

No Rotary Alumni association shall solicit financial assistance or participation in

commercial ventures from any Rotary district or club or from individual Rotarians other
than its own members. (January 2015 Mtg., Bd. Dec. 117)
Source: January 2015 Mtg., Bd. Dec. 117


Rotary Code of Policies 275
June 2020

Article 41. Rotary Programs

41.010. Interact
41.020. New Generations Service Exchange
41.030. Rotary Community Corps (RCC)
41.040. Rotary Friendship Exchange
41.050. Rotary Youth Exchange
41.060. Rotary Youth Leadership Awards

41.010. Interact
Interact is a program of Rotary International, adopted by the Board in June 1962.

The "Interact Statement of Policy" is as follows:

1. The Interact program was developed and created by and is an activity of Rotary International,
and the authority for the establishment and enforcement of constitutional provisions,
organizational requirements and standards of procedure, and for the protection and
preservation of the Interact name and logo is retained by Rotary International.

2. An Interact club is a Rotary club sponsored organization of young people, ages 12 to 18,
whose purpose is to provide opportunity for them to work together in a world fellowship
dedicated to service and international understanding and leadership development skills.

3. An Interact club is organized, sponsored and supervised by a Rotary club and is established
following the endorsement of the governor and upon certification and recognition by Rotary
International; and its continued existence depends upon the continued sponsorship of at least
one sponsor Rotary club and continued recognition by Rotary International.

a) An Interact club may be organized and sponsored jointly by a Rotary club and another
Rotary club or a Rotaract club as long as the total number of co-sponsors does not exceed
three clubs; and

b) Sponsoring Rotary and Rotaract clubs must be within the boundaries of the district in
which the Interact club is located.

Interact clubs may be sponsored jointly by more than three clubs with the governor’s approval
if, in the governor’s considered judgment, the best interests of the district, the Rotary clubs,
Rotaract clubs, and the Interact club concerned would be effectively served.

A joint Interact committee should be created with representation from each of the sponsor
clubs.

4. Sponsor clubs are responsible for organizing the Interact club and for providing it with
guidance and counsel thereafter and have complete control and supervision over all activities,
policies, and programs of the Interact club.
Rotary Code of Policies 276
June 2020

5. Where the Interact club is school-connected, control and supervision by the sponsor clubs
shall be exercised in full cooperation with the school authorities, with the understanding that
such clubs are subject to the same regulations and policies established by the school
authorities for all student organizations and extracurricular activities of the school.

6. All Interact club activities, projects, and programs shall at all times be conducted in harmony
with the policies of Rotary International; continued sponsorship of an Interact club by a
Rotary club and recognition of it by RI are contingent thereon.

7. All online activities, such as the club website and social media pages, shall be operated in
accordance with applicable law and regulations; sponsor clubs shall obtain written consent of
Interactors’ parents or legal guardians in advance of Interact participation as necessary.

8. There shall be a “Standard Interact Club Constitution” prescribed by Rotary International and
subject to amendment only by the Board of Directors of Rotary International. As a prerequisite
of its organization and certification, each Interact club shall adopt the “Standard Interact Club
Constitution” and shall automatically adopt all amendments thereto subsequently made by the
Board of Directors of Rotary International.

9. Each Interact club shall adopt by-laws not inconsistent with the “Standard Interact Club
Constitution” and with policy established by Rotary International. Such by-laws shall be
subject to the approval of the sponsor club(s).

10. Each member of an Interact club, by his acceptance of membership, agrees to accept and to
adhere to the provisions of the constitution and by-laws of the Interact club.

11. On 30 June of the Rotary year in which a member becomes 18 years old or upon graduation,
whichever is later, his or her Interact membership will end, without contradicting regulations
and policies established by the school authorities for school-connected clubs.

12. The Interact name and logo, as used in or applied to the Interact program, are the property of
Rotary International and shall be preserved for the exclusive use of those involved in the
Interact program, including duly established Interact clubs and their members in good
standing.

13. An Interact club member shall be entitled to use and display the Interact name and logo in an
appropriate and dignified manner during the period of his membership in an Interact club and
he shall relinquish such entitlement upon termination of his membership in his Interact club
or upon the termination of his Interact club.

14. An Interact club may be terminated (a) by Rotary International, with or without the consent,
approval or concurrence of the sponsor club(s), for failure to function in accordance with its
constitution or for other cause, (b) by its sponsor club(s), or (c) by the Interact club itself upon
its own determination.

15. Upon termination of an Interact club, all rights and privileges relating to the name and logo
shall be relinquished by the club and by its members individually and collectively.
Rotary Code of Policies 277
June 2020

16. As a matter of policy, the Board does not recognize the right of any individual or organization
except RI to circularize Interact clubs for any commercial or other purpose.

17. Interact organization beyond the club level

a) A district with two or more Interact clubs may elect a district Interact representative from
among its membership. The method of election shall be determined by the district Interact
committee and district governor in advance of elections.

b) All election disputes shall be resolved locally by the district governor based on district
policy in consultation with the district Interact chair. RI will not intervene.

c) The district Interact representative will be guided and counseled by the district governor
and the district Interact committee, or other appropriate district committee, shall give
counsel to and provide encouragement and inspiration to the Interact clubs of the district,
particularly with respect to broadening and deepening the program of Interact within the
district, and shall help focus their attention on the potential and achievements of the
program in support of international understanding.

18. Interact meetings beyond the club level

a) District Interact conferences may be held, under the guidance of the district Interact
committee, with one or more members of this committee present. The district Interact
representative shall assist the district committee in arranging these meetings and, where
possible, shall preside at such meetings.

b) The purpose of a district Interact conference is to provide training, encouragement,

enlightenment, and inspiration to the Interact clubs with respect to school and Community
Service and to focus attention on the worldwide potential and achievements of Interact on
behalf of international understanding.

c) No meeting of members of Interact clubs beyond the club level shall have any legislative
authority nor shall be so organized or conducted as to give the appearance of having such
authority. Nevertheless, such a meeting may include the opportunity for expression of
ideas which might be of value as advisory observations to those who are involved at the
district or other levels with the administration of Interact.

19. Financing the cost of the Interact program

a) All district Interact activities shall be financed by the Interact clubs in the district.

b) No part of the expenses of district Interact representatives, district Interact conferences,

meetings of Interact clubs, or groups of Interact clubs shall be paid by Rotary International.

c) Costs involved in arranging any meetings of Interact clubs or groups of Interact clubs
should be kept as low as possible consistent with effective meetings and a meaningful
program.
Rotary Code of Policies 278
June 2020

d) It is the responsibility of the Interact club to raise the funds necessary to carry out the
program of the club.

e) Rotary and/or Rotaract clubs sponsoring Interact clubs should not contribute more than
occasional or incidental financial assistance to such Interact clubs.

f) Interact clubs should not make general solicitations for financial assistance from Rotary
clubs, Rotaract clubs, or from other Interact clubs.

g) Sponsor clubs should establish financial guidelines for Interact clubs to ensure that all
funds are managed in a responsible and transparent manner, including all monies collected
to support service projects, consistent with laws and banking regulations in the country.
This should include providing oversight for an adult signatory on all accounts, and plans
for disbursement of funds should the Interact club disband or be terminated.

20. Multidistrict Interact Meetings

Meetings of Interact club members from more than one district are to be held under the
guidance of the host governor and the district Interact committee. Such meetings are subject
to RI youth protection policies and the advance approval of the governors of the districts
involved. Invitations to governors to hold multidistrict Interact meetings must be
accompanied by

a) information including the date, location, purpose, program and participants of the
proposed meeting

b) a copy of the anticipated meeting budget with assurance that the sponsors are in a position
to and will assume complete responsibility for contractual and financial obligations
inherent in the meeting

c) plans for adult supervision of Interactors and details about appropriate sleeping
accommodations

d) assurance that the planning and implementation of the proposed meeting will be carried
out under the direct supervision of Rotarians

The host club or district must maintain liability insurance for multidistrict Interact 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.

21. Travel Insurance for Interactors

Clubs and districts inviting members of Interact clubs to participate in the programs or
activities of such clubs or districts outside of their local community should, when Interactors
are traveling 150 miles away from home residence or out of the home country, require the
parents or legal guardians of each Interactor to provide travel insurance for the Interactor,
which includes such coverages as medical (when traveling outside home country), emergency
medical evacuation, repatriation of remains, and legal liability, in amounts satisfactory to the
club or district organizing the event, with coverage from the time of the Interactors departure
from home until the return home.
Rotary Code of Policies 279
June 2020

22. As a matter of principle, Interact clubs are not authorized to assume membership in or merge
with other organizations regardless of the purpose of such organizations. (April 2020 Mtg.,
Bd. Dec. 127)

Source: May 1966 Mtg., Bd. Dec. 285. Amended by May 1967 Mtg., Bd. Dec. 251; May 1967 Mtg., Bd. Dec. 252; May 1967 Mtg., Bd. Dec. 253;
May 1967 Mtg., Bd. Dec. 254; May 1967 Mtg., Bd. Dec. 255; July 1967 Mtg., Bd. Dec. 58; January 1968 Mtg., Bd. Dec. 154; January 1970 Mtg.,
Bd. Dec. 131; January 1971 Mtg., Bd. Dec. 106; January 1971 Mtg., Bd. Dec. 107; January 1973 Mtg., Bd. Dec. 172; January 1973 Mtg., Bd.
Dec. 176; January 1975 Mtg., Bd. Dec. 102; January 1976 Mtg., Bd. Dec. 171; January 1976 Mtg., Bd. Dec.173, January 1976 Mtg., Bd. Dec.174;
July 1976 Mtg., Bd. Dec. 52; October-November 1981 Mtg., Bd. Dec. 87; November 2001 Mtg., Bd. Dec. 45; November 2004 Mtg., Bd. Dec. 59;
November 2007 Mtg., Bd. Dec. 67; January 2009 Mtg., Bd. Dec. 153; January 2009 Mtg., Bd. Dec. 155; January 2010 Mtg., Bd. Dec. 139;
January 2010 Mtg., Bd. Dec. 140; June 2010 Mtg., Bd. Dec. 182; January 2012 Mtg., Bd. Dec. 190; January 2015 Mtg., Bd. Dec. 136; May 2015
Mtg., Bd. Dec. 166; January 2016 Mtg., Bd. Dec. 119; January 2017 Mtg., Bd. Dec. 87; April 2019 Mtg., Bd. Dec. 157; October 2019 Mtg., Bd.
Dec. 29; April 2020 Mtg., Bd. Dec. 127

41.010.1. RI Secretariat Service to Interact Clubs

The general secretary certifies organization of new Interact clubs, produces program
publications, distributes annual communications to all Interact clubs, sponsor clubs, and
district Interact committee chairs, promotes World Interact Week, and supports youth
protection initiatives. (April 2019 Mtg., Bd. Dec. 157)

Source: January 2010 Mtg., Bd. Dec. 140; Amended by January 2017 Mtg., Bd. Dec. 87; April 2019 Mtg., Bd. Dec. 157

41.010.2. RI Certification of Interact Clubs

The general secretary processes certification of Interact clubs. The approval of the district
governor is required as a prerequisite to certification. (January 2017 Mtg., Bd. Dec. 87)

Source: January 2010 Mtg., Bd. Dec. 140; Amended by June 2013 Mtg., Bd. Dec. 196; January 2017 Mtg., Bd. Dec. 87

Cross References

2.120. Youth Protection

8.020. Special Observances
34.060.4. Interact and Rotaract Marks

41.020. New Generations Service Exchange

Adults up to the age of 30 may participate in New Generations Service Exchange for up to six
months and may be organized for individuals or groups. The minimum age of the participants
shall be the age of majority in the host country, but not be younger than age 18. New Generations
Service Exchanges must have a strong humanitarian or vocational service component.

The schedule of activity shall be developed by the host district, primarily comprised of people-to-
people interactions and service work supporting one or more of The Rotary Foundation’s six areas
of focus, vocational service (such as professional development and leadership training), and/or
local activities involving New Generations activities. The host district shall arrange for the hosting
of participants and provide local transportation. Districts shall utilize screening procedures to
identify suitable hosting arrangements.

Eligible candidates shall be sponsored by a local Rotary club near their place of residence, their
district New Generations Service chair, and sending district governor. Current Rotaractors and
Rotary Code of Policies 280
June 2020

Rotary alumni are encouraged to apply. Participants should demonstrate a strong commitment to
service and the ideals of Rotary.

Districts are encouraged to establish agreements with their exchange partners to set expectations
concerning the logistics of the exchange, participant selection and orientation, funding and
participant expenses, and the service activities in which the participants will participate.

New Generations Service Exchanges need not be reciprocal. (January 2017 Mtg., Bd. Dec. 87)

Source: October 2012 Mtg., Bd. Dec. 96; Amended by June 2013 Mtg., Bd. Dec. 224; January 2017 Mtg., Bd. Dec. 87

41.030. Rotary Community Corps (RCC)

Rotary Community Corps is a program of Rotary International, formerly known as the Rotary
Village Corps, adopted by the Board in 1986.

The Rotary Community Corps (RCC) “Statement of Policy” is as follows:

1. The Rotary Community Corps program was developed and created by and is an activity of
Rotary International, and the authority for the establishment and enforcement of the
organizational requirements and standards of procedure, and for the protection and
preservation of the Rotary Community Corps name is retained by Rotary International.

2. The purpose of the Rotary Community Corps Program is to empower communities to address
their needs by developing and participating in sustainable service initiatives.

3. The goals of the Rotary Community Corps (RCC) Program are:

a) To develop partnerships between Rotarians and non-Rotarians in a joint effort to enhance

their community

b) To support community members who proactively address community needs, recognizing

their unique ability to identify the most pressing concerns and suitable methods of
implementation

c) To promote sustainable solutions to community needs by engaging a broader segment of

the community in developing and implementing focused service projects

4. Rotary Community Corps Activities and Projects

a) Rotary Community Corps are strongly encouraged to engage in activities and projects that
are chosen based on thorough assessment of the community’s specific needs, ensuring that
they are carried out in accordance with all applicable local and national rules and
regulations.

b) Each corps shall be responsible for planning, organizing, financing and conducting its own
activities. It shall not solicit financial assistance from individuals, businesses, or
organizations in the community without prior approval from the sponsoring Rotary club(s).
Rotary Code of Policies 281
June 2020

5. Rotary Community Corps (RCC) Sponsorship

a) The sponsorship of each Rotary Community Corps shall be one or more local Rotary clubs
which, through a committee of Rotarians, shall provide regular counsel on activities,
programs, and policies of the corps.

b) Rotary Community Corps shall not be sponsored by Rotary clubs outside the boundaries of
the district in which they are located.

6. Responsibilities of a sponsor Rotary club

a) Sponsor Rotary club shall provide ongoing guidance to the Rotary Community Corps and
share service-related resources and tools with the corps. The primary sponsor club is
responsible for ensuring that activities of the RCC are aligned with RI’s policies and
procedures. Sponsor clubs are encouraged to invite RCC members to their meetings and
events.

b) Sponsor Rotary club shall appoint at least one RCC advisor or a RCC committee whose
responsibility is to participate in the meetings and activities of the RCC, advise on
administrative matters, provide mentorship to the RCC leadership and members, and keep
the sponsor club informed about the RCC’s activities. The RCC advisor/committee should
notify the district community service chair and RI about the accomplishments of the RCC
for inclusion in the district and RI publications/communications.

c) Sponsor club or the current RCC representative shall provide RI with the contact
information of the incoming RCC representative each year no later than 30 June. Failure
to report the RCC representative to RI may result in the termination of the RCC.

7. Rotary Community Corps name and visual identity

a) The name of a Rotary Community Corps shall include the wording “Rotary Community
Corps” to show the corps’ affiliation with Rotary. The name should be one that helps
identify its locality, sponsor Rotary club, or type of projects the corps is formed to carry
out. The general secretary shall determine if a name is appropriate.

b) The name and visual identity of the Rotary Community Corps shall be preserved for the
exclusive use and benefit of the corps and its members. A corps and its members are
entitled to display the name and visual identity in a dignified and appropriate manner. Each
member shall give up such entitlement upon termination of membership or termination of
the corps.

8. Membership in Rotary Community Corps (RCC)

a) The membership of each corps shall consist of non-Rotarian adults with the desire and
capacity to contribute toward enhancement of the community, with consideration given to
those with leadership potential. Membership shall be open to any person living, working,
or studying in or near the Corps’ community.
Rotary Code of Policies 282
June 2020

b) All members of the Rotary Community Corps, by their acceptance of membership and
continuation thereof, accept the policies and guidelines of the program as explained herein,
and agree to comply with and be bound by these policies.

c) Selection of members of each corps shall be determined by the corps in consultation with
the sponsoring Rotary club(s).

d) Membership may be terminated upon failure to continue to meet qualifications of

membership, or for cause, as determined by the corps by vote of no less than two-thirds of
all members in good standing.

e) Any fees, dues or assessments to be paid by the membership of the corps shall be nominal
and for the sole purpose of meeting administrative costs. Corps should enlist a qualified
person to conduct an audit of all financial transactions once a year, the results of which
should be reported to members of the corps and to the sponsoring Rotary club(s).

9. Rotary Community Corps (RCC) Leadership Group

a) Rotary Community Corps shall establish a leadership group, in consultation with the
sponsoring Rotary club(s), comprised of members in good standing and elected by a simple
majority of the corps. The term of office shall be one year unless otherwise determined by
the corps and sponsoring club(s).

b) The leadership group shall elect from amongst themselves one individual to represent the
corps (RCC representative) in any business with the sponsoring Rotary club(s) or the public.
This representative may appoint such committees as deemed necessary to carry out tasks,
which shall exist until completion of duties, discharge by the representative, or upon the
end of the representative’s term. Committees for administration, vocational service,
community service, and finance are recommended for each corps.

10. District community service chairs are highly encouraged to appoint a district Rotary
Community Corps subcommittee.

The role and responsibilities of this subcommittee are to:

a) Promote understanding of and participation in the RCC program through regular contact with
clubs in the district and through district meetings
b) Assist clubs establishing RCCs
c) Encourage clubs to seek resources for their RCC projects on Rotary Ideas
d) Identify successful RCC projects for promotion via the district website, governor’s monthly
newsletter, and Rotary Showcase
e) Maintain records of RCC status and activities in the district, and report periodically to the
governor and Secretariat

11. A Rotary Community Corps may be terminated:

a) By Rotary International, with or without the consent, approval or concurrence of the sponsor
Rotary club, for:
Rotary Code of Policies 283
June 2020

i) failure to function in accordance with RI’s policies

ii) failure to function in accordance with its constitution
iii) initiating, or maintaining, or retaining in its membership an individual who initiates or
maintains litigation against a Rotary district, Rotary International, or The Rotary
Foundation, including their directors, trustees, officers, and employees, or
iv) for other cause

b) By its sponsor Rotary club(s) or

c) By the corps itself upon its own determination

Sponsor club shall notify RI if a RCC is no longer active or does not comply with RI’s policies.
RI will terminate the RCC upon receiving confirmation from the club president. (October 2019
Mtg., Bd. Dec. 60)

Source: January 1986 Mtg., Bd. Dec. 180; October-November 1986 Mtg., Bd. Dec. E-21; October-November 1986 Mtg., Bd. Dec., E-24; October-
November 1986 Mtg., Bd. Dec. E-25; October-November 1986 Mtg., Bd. Dec. E-26; May 1989 Mtg., Bd. Dec. 327; April 1991 Mtg., Bd. Dec. 279;
April 1991 Mtg., Bd. Dec. 281; April 1991 Mtg., Bd. Dec. 285; November 1991 Mtg., Bd. Dec. 124; June 2010 Mtg., Bd. Dec. 222; May 2011 Mtg.,
Bd. Dec. 205; January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 60

41.030.1. RI Secretariat Service to Rotary Community Corps

The general secretary charters new Rotary Community Corps, develops program resources,
and distributes annual communications to all sponsor Rotary clubs and district community
service chairs. (October 2019 Mtg., Bd. Dec. 60)

Source: June 2010 Mtg., Bd. Dec. 222; Amended by January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 60

41.030.2. RI Certification of Rotary Community Corps

The general secretary processes certification of Rotary Community Corps. The RCC
Organization Form requires the signatures of the RCC representative and the sponsoring
Rotary club. (October 2019 Mtg., Bd. Dec. 60)

Source: June 2010 Mtg., Bd. Dec. 222; Amended by January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 60

41.040. Rotary Friendship Exchange

Rotary Friendship Exchange is a program of Rotary International, adopted by the Board in 1988.

Note: The Board regularly reviews and, as necessary, amends the “Rotary Friendship Exchange
Guidelines,” which are as follows:

Rotary Friendship Exchanges give participating Rotarians, their families, and their friends the
opportunity to host and visit one another internationally. The goal of an exchange is for
participants to experience cultural immersion and intercultural exposure, foster greater
international understanding, or to allow those who are new to their career to enhance their
vocational skills, while making new connections and friendships, and, when possible, building a
foundation for collaborative service projects.

Exchange teams should identify the purpose of each trip, such as but not limited to, a vocationally-
oriented exchange, culturally-oriented exchange, service-oriented exchanges, and establishing a
twin club or service partner relationship.
Rotary Code of Policies 284
June 2020

Rotary Friendship Exchanges have the following characteristics:

They are reciprocal
They are funded entirely by the participants and their respective districts
They are open to Rotarians, their family members, and non-Rotarians
They have an identified purpose and goals

Vocational Exchanges for Young Professionals

Rotary Friendship Exchange may also be used to provide a unique educational opportunity for
young business and professional people in the initial years of professional life. These exchanges
are designed to develop professional and leadership skills among young people to prepare them to
address the needs of their communities and an increasingly global workplace. These vocational
exchanges will follow an extensive and rigorous program of international travel and participatory
activities involving:

Vocational Activities that provide opportunities to observe vocations as practiced in another

country and participate in a reciprocal exchange of ideas in their respective fields, which ultimately
will benefit all communities involved;

Cultural Experiences that allow participants to study another country, its people and institutions
and to promote an appreciation of cultural diversity worldwide.

Fellowship Opportunities that encourage team members and hosts to meet, communicate and live
with each other in a spirit of fellowship and goodwill, to consider each other’s problems,
aspirations and community concerns, and to foster lasting friendships and international
understanding; and

Rotarian Involvement in providing young, formative professionals an experienced perspective of

their vocation in another country and culture and participating in the process of sending, receiving
and sharing educational experiences of study teams that will enhance the worldwide mission of
Rotary.

Districts that engage in these exchanges should consider the following factors:

a) The district should cite a clear purpose and goal to be achieved by the exchange.
b) The district should develop a draft host itinerary.
c) The district should present a plan for accommodation of the incoming team members in Rotarian
homes or in other alternative housing with an explanation thereof.
d) The district should present a well-rounded plan for preparation and orientation of outgoing team
members to include language, culture, and other appropriate subjects, the duration of which must
be not less than 12 hours.

District governors from participating districts appoint a district Friendship Exchange chair, who is
responsible for helping interested participants coordinate exchanges through an email contact list
of chairs from around the world. This list is posted on the RI website for Rotarians to use. The
general secretary creates resources to promote the program and help districts find exchange
partners. (January 2017 Mtg., Bd. Dec. 87)

Source: June 1983 Mtg., Bd. Dec. 357; October-November 1986 Mtg., Bd. Dec. 162; July 1988 Mtg., Bd. Dec. 48; June 2010 Mtg., Bd. Dec.
182; May 2014 Mtg., Bd. Dec. 144; Amended by September 2016 Mtg., Bd. Dec. 58; January 2017 Mtg., Bd. Dec. 87
Rotary Code of Policies 285
June 2020

41.050. Rotary Youth Exchange

Rotary Youth Exchange is a program of Rotary International, adopted by the Board in 1974.

The Rotary Youth Exchange program provides young people with the opportunity to meet
individuals from other countries, experience new cultures through life in another country. Host
clubs, host families, and communities are enriched through engagement with students from
different cultures. The program instills in young people the concept of international understanding
and goodwill and helps develop intercultural competency which is essential to building and
sustaining peace.

These policies assist clubs and districts to implement Youth Exchange activities effectively and
responsibly, and pertain to both long-term and short-term exchanges, unless otherwise indicated.

Any other provisions consistent with these policies may be adopted by clubs or districts. Districts
may reassign some responsibilities specified in these policies from one role to another. (October
2019 Mtg., Bd. Dec. 58)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; January 2009 Mtg., Bd. Dec. 152; October 2012 Mtg.,
Bd. Dec. 96; January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 58

41.050.1. District Governor Authority

Each governor is responsible for the supervision and control of the Youth Exchange
program within the district. The district Youth Exchange officers, or committees, are under
the supervision of their respective governors and should report to them.

Governors are required to complete youth protection training as outlined in Rotary Code of
Policies section 2.120. and are encouraged to use the period between their nomination and
assuming office to learn as much as possible about the Youth Exchange program in the
district and the qualifications and skills of those who administer it. (October 2019 Mtg.,
Bd. Dec. 58)

Source: October-November 1977 Mtg., Bd. Dec. 159; Amended by May 1979 Mtg., Bd. Dec. 355; March 1997 Mtg., Bd. Dec. 275;
Amended by January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 58

41.050.2. District Certification Program

The general secretary shall administer a district certification program. All district Youth
Exchange programs shall comply with RI youth protection policies and other requirements
set forth by the general secretary in order to be certified. In order to participate in the
Youth Exchange program both host and sending districts must be certified by the general
secretary.

The certification process requires all district Youth Exchange programs to provide RI with
evidence that they have adopted the certification requirements in their Long-term and
Short-term exchange programs (including any tours or camps). Failure by individual
Rotarians, clubs, or districts to administer the program in accordance with these
requirements may result in termination of a district’s Youth Exchange certification.

The general secretary may grant waivers to districts that have implemented alternative
policy and alternative procedures that meet the intent of RI policy in instances when RI
policy or certification requirements are contrary to local law. If local circumstances are
Rotary Code of Policies 286
June 2020

such that a district cannot legally meet any of the requirements, districts must provide the
general secretary evidence of the specific circumstances that prohibit compliance and a
written explanation of alternative procedures that maintain the intent of the policy or
requirements. The general secretary will evaluate and determine whether the alternatives
posited by districts meet the intent of the policy, and may bring matters to the Board should
circumstances warrant.

Other certification policies include:

A. Certification of Districts for Sending Students Only

Districts that wish to send outbound students without serving as hosts for inbound students
can apply for outbound-only certification.

B. Certification of Multi-country Districts

In multi-country districts where not all countries within the district wish to participate in the
Youth Exchange program, the general secretary will only grant certification to participating
countries that meet certification requirements. (October 2019 Mtg., Bd. Dec. 58)

Source: November 2004 Mtg., Bd. Dec. 108; Amended by November 2006 Mtg., Bd. Dec. 72; February 2007 Mtg., Bd. Dec. 163;
June 2007 Mtg., Bd. Dec. 274; November 2007 Mtg., Bd. Dec. 32; January 2009 Mtg., Bd. Dec. 152; October 2012 Mtg., Bd. Dec. 96;
January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 58

41.050.3. Legal Entity

Districts must establish a corporation or similar formal legal entity that includes the district
Youth Exchange program. This requirement may be met by incorporating the district
Youth Exchange program, a group of programs that includes Youth Exchange, or the
district as a whole in accordance with Rotary Code of Policies 17.020.

Districts may also meet this requirement by affiliation with an incorporated multidistrict
Youth Exchange program for the districts’ activities that are conducted within the scope of
the multidistrict program. (January 2009 Mtg., Bd. Dec. 152)

Source: February 2007 Mtg., Bd. Dec. 163

41.050.4. Liability Insurance

Districts must secure liability insurance for the district Youth Exchange program with
coverage and limits appropriate for their location. Clubs and districts are strongly
encouraged to consult legal counsel regarding liability issues before undertaking Youth
Exchange activities.

Youth Exchange programs in districts located entirely within the United States meet this
requirement through participation in the U.S. Rotary Club and District General Liability
Insurance Program.

The general secretary is authorized to grant an exception to the liability insurance

requirement to districts where it has been demonstrated that such insurance is not available.
(January 2017 Mtg., Bd. Dec. 87)

Source: February 2007 Mtg., Bd. Dec. 163; June 2008 Mtg., Bd. Dec. 253; Amended by January 2009 Mtg., Bd. Dec. 152; January
2017 Mtg., Bd. Dec. 87
Rotary Code of Policies 287
June 2020

41.050.5. International Travel by Youth

No individual Rotarian, club, or district shall undertake an alternative program structure to
send minors abroad that circumvents RI youth protection policies, the foregoing Youth
Exchange policy, or the immigration and travel policies of any nation or government.

No individual Rotarian, club, or district shall assist or cooperate in sending a young person
abroad on an international travel activity unless careful plans are made in advance covering
every aspect of the proposed trip, including approval from the district youth protection
officer and district Youth Exchange chair. In districts without a youth protection officer,
the district governor and the district Youth Exchange committee chair must approve the
arrangements.

No district should provide an identification card, letter of introduction, request for

assistance or other credential or document intended to identify or introduce a young person
to a district in another country, unless complete mutual agreement has been reached in
advance with respect to the hospitality or assistance to be provided by the host district.

No district is obliged to provide hospitality or assistance to any young person from another
country, despite any documented or claimed sponsorship of a Rotary club or district, unless
the host district has specifically agreed in advance to provide such hospitality or assistance.
(October 2019 Mtg., Bd. Dec. 58)

Source: May 1979 Mtg., Bd. Dec. 355; Amended by January 2009 Mtg., Bd. Dec. 152; June 2009 Mtg., Bd. Dec. 242; October 2019
Mtg., Bd. Dec. 58

41.050.6. District Youth Exchange Finances

Funds for district Rotary Youth Exchange activities shall be held separately from other
district funds, and the chair of the district Youth Exchange committee and a member of the
district finance committee, or their proxies, shall be signatories. The district Youth
Exchange committee shall prepare and submit a budget to the governor and the district
finance committee for approval. The district Youth Exchange committee and district
treasurer shall prepare and distribute a financial report on Youth Exchange to the district
governor on a semi-annual basis. (January 2017 Mtg., Bd. Dec. 87)

Source: June 1992 Mtg., Bd. Dec. 328, Appendix G; Amended by May 2003 Mtg., Bd. Dec. 325 November 2009 Mtg., Bd. Dec. 56;
October 2014 Mtg., Bd. Dec. 38; January 2015 Mtg., Bd. Dec. 118; January 2017 Mtg., Bd. Dec. 87

41.050.7. Reporting to Rotary International

All incidents, including but not limited to, accidents, death, early returns, crimes, and any
allegations of abuse or harassment shall be reported to RI within 72 hours of learning of
the incident. Failure to report incidents to RI within 72 hours may result in suspension of
the district’s Youth Exchange certification or other measures as determined by the general
secretary for failure to comply. Upon learning that an individual, club, or district
knowingly has failed to timely report, the RI Board may terminate the club.

Districts shall provide to RI student data according to certification requirements determined

by the general secretary. (October 2019 Mtg., Bd. Dec. 58)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by February 2007 Mtg., Bd. Dec. 163; January 2017 Mtg., Bd. Dec. 87; October
2019 Mtg., Bd. Dec. 58
Rotary Code of Policies 288
June 2020

41.050.8. Types of Exchanges

The Youth Exchange program includes two distinct program types:

A. Long-term Exchange Program

Long-term exchanges should be for one academic year but may be extended to include part
or all of the holiday periods immediately preceding and immediately following the
academic year. Students are required to attend school in the host country. Students are
prohibited from attending school at an institution where they are required to live on the
premises, or where the primary room and board is provided by the school.

Students should have more than one host family; placement with three successive host
families is preferable. In the event that circumstances prevent multiple host family
placements, both the sponsor and host district must agree and alert the student’s parent or
legal guardian in advance. At least one back-up host family must be available.

Parents of outbound students shall not be required to host inbound students. However,
parents of outbound students may volunteer to host or may be asked to assist in finding
suitable host families.

Host clubs must select individual Rotarian counselors from their clubs with whom each
student is to be in regular contact and to serve as a liaison between the student and the club,
the student’s parents or legal guardians, host family and community at large. Sending clubs
and/or districts select an individual Rotarian to serve as a resource to an outbound student.
The club counselor must not be in a position of authority over the student’s exchange, such
as a member of the student’s host family, district or club Youth Exchange officer, school
principal, etc. and must be trained in responding to any problems or concerns which may
arise during the exchange, including the prevention of physical, sexual and psychological
abuse.

The host club should provide for all educational expenses, arrange an appropriate academic
program, and must provide a program of orientation and continued contacts to familiarize
the student with the host community.

The host club or district should provide a monthly allowance for the student in an amount
determined by the parties concerned. The monthly allowance shall be sufficient to cover
meals eaten at school or elsewhere.

B. Short-term Exchange Program

Short-term exchanges vary from several days to several weeks or months. They often take
place when school is not in session and may not include an academic program. Short-term
exchanges generally involve a homestay experience with a family in the host country, but
may also be organized as international youth camps or tours.

Host clubs must select individual Rotarian counselors from their clubs with whom each
student is to be in regular contact and to serve as a liaison between the student and the club,
the student’s parents or legal guardians, host family and community at large. Sending clubs
and/or districts select an individual Rotarian to serve as a resource to an outbound student.
The club counselor must not be in a position of authority over the student’s exchange, such
as a member of the student’s host family, district or club Youth Exchange officer, school
Rotary Code of Policies 289
June 2020

principal, etc. and must be trained in responding to any problems or concerns which may
arise during the exchange, including the prevention of physical, sexual and psychological
abuse. (April 2020 Mtg., Bd. Dec. 127)
Source: March 1997 Mtg., Bd. Dec. 235; March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November
2004 Mtg. Bd. Dec. 108; June 2006 Mtg., Bd. Dec. 248; November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152; June
2009 Mtg., Bd. Dec. 241; October 2012 Mtg., Bd. Dec. 96; January 2017 Mtg., Bd. Dec. 87; October 2018 Mtg., Bd. Dec. 56; October
2019 Mtg., Bd. Dec. 58; April 2020 Mtg., Bd. Dec. 127

41.050.9. Eligibility
Participation in Youth Exchange is open to students aged 15 to 19 years at the beginning
of the exchange unless the laws and regulations of a specific country deem otherwise.
Students 18 years or older may participate by mutual agreement by the participating clubs
and districts.

Youth Exchange welcomes any young people who meet the requirements of the program
and who are recommended and sponsored by a club, or a district. They should be above
average in their schoolwork.

People with disabilities may participate where and when this is possible and agreed upon
between the sending and host clubs or districts. (October 2019 Mtg., Bd. Dec. 58)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; January 2009 Mtg., Bd. Dec. 152; October
2012 Mtg., Bd. Dec. 96; January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 58

41.050.10. Student Application

Candidates must submit a written application and must undergo a selection process
including personal interviews with the applicant and the applicant’s parents or legal
guardians at the club level and at the district level.

Clubs and districts are encouraged to use standard Youth Exchange applications which are
maintained and updated by networks of district and multidistrict Youth Exchange officers.
(January 2017 Mtg., Bd. Dec. 87)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; January
2009 Mtg., Bd. Dec. 152; January 2017 Mtg., Bd. Dec. 87

41.050.11. Selection and Placement

The sending district is responsible for ensuring that each student is accepted and hosted by
a club in a partner district. Districts are urged to utilize written agreements with their
exchange partners to delineate responsibilities to ensure that all expectations of the
exchange relationship are met, such as certification of exchange partners, logistics, and
student selection and orientation.

All individuals involved in the exchange, including students and their parents or legal
guardians, host family members and Rotarian counselors, must agree in writing to all the
requirements of the program as determined by the sending and host clubs or districts.

Student travel itineraries must be agreed upon by the students’ parents or legal guardians
and the host club or district. (January 2017 Mtg., Bd. Dec. 87)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; January
2009 Mtg., Bd. Dec. 152; October 2012 Mtg., Bd. Dec. 96; January 2017 Mtg., Bd. Dec. 87
Rotary Code of Policies 290
June 2020

41.050.12. Travel Insurance for Rotary Youth Exchange Students

Partner districts shall determine where there may be gaps in coverage, in any national
insurance plans or travel insurance coverage, and identify and purchase supplemental
coverage to meet the minimums.

Evidence of student travel insurance coverage shall be submitted to, received by, and
accepted by the host district prior to the student’s departure from home. As the host Rotary
district must be in a position to arrange immediate and emergency medical attention when
it is needed, the host district must approve that the insurance coverage carried by the student
is with a responsible insurance company and will ensure that any service providers receive
complete and prompt payment. The parent or legal guardian of the Youth Exchange
student is responsible for the payment of all medical and accident costs.

The parent or legal guardian of each student shall obtain travel insurance, including, but
not limited to, medical and dental coverage for accidental injury and illness, repatriation of
remains, emergency evacuation, 24-hour emergency assistance services, and personal legal
liability. Such amounts shall not be less than the following minimum limits and benefits
per student:

a) Provide coverage on a 24-hour basis from the time the student leaves their home until
they return home inclusive of any personal travel before and/or after the agreed exchange
period

b) Valid in the host country, any transit countries and countries included on any tours with
the exception of student’s home country

c) 24-hour emergency assistance services

d) Minimum US$1,000,000 for expenses related to injury or illness such as hospital,

doctors/physicians, dentist, ambulance or other usual and customary medical services

e) Minimum US$50,000 for necessary emergency transport or evacuation of student in

the event of severe illness or bodily injury

f) Minimum US$50,000 for repatriation of student’s remains or cremation expenses in

the event of the death of the student

g) Minimum US$50,000 for necessary emergency transport or evacuation of student in

the event of a non-medical emergency, including due to a political crisis or a natural
disaster

h) Minimum US$500,000 for personal legal liability for liability arising from the student’s
actions or omissions that cause bodily injury to a third party or damage to a third party’s
property.

Parents or legal guardians may also consider obtaining the following additional travel
insurance coverage options:
Rotary Code of Policies 291
June 2020

a) Accidental death, dismemberment, or disability

b) Emergency Visitation. Provides reimbursement for emergency visitation expenses for

the cost of reasonable transport and accommodation incurred by any one close relative or
friend to travel to, travel with, remain with, or escort the student as a result of serious injury,
illness, or death of the student

c) Trip Cancellation or Curtailment. Provides reimbursement for trip cancellation or

curtailment expenses provides coverage for travel expenses incurred because of an
unexpected cancellation due to injury or illness

d) Property Coverage. Provides reimbursement for personal property losses, including

student’s loss of money or for theft or total loss of property such as baggage

e) Kidnap & Extortion coverage. Provides access to trained specialists that respond to
incidents of kidnap or threats to kill, injure, or kidnap a student where ransom is demanded
and pays for costs of ransom.

Where it is a statutory or legal requirement for travel insurance to be purchased in the host
country, such insurance shall be in accordance with these limits and benefits. In all other
cases dual insurance should be avoided unless agreed to by all parties.

Clubs and districts are strongly encouraged to consult insurance counsel for advice on
obtaining liability insurance and other coverage and should be fully informed about
government’s policies and regulations regarding foreign students, including insurance
coverage requirements.

Participation in extreme sports, such as hang gliding, rock climbing, and bungee jumping,
is discouraged. If students are allowed to participate in extreme sports, these activities
should be undertaken with the host districts’ and parent or legal guardian’s written
permission, and additional adequate insurance should be obtained. (January 2019 Mtg.,
Bd. Dec. 112)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by June 2004 Mtg., Bd. Dec. 260; March 2005 Mtg., Bd. Dec. 218; November
2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152; January 2012 Mtg., Bd. Dec. 189; January 2017 Mtg., Bd. Dec. 87; January
2019 Mtg., Bd. Dec. 112

41.050.13. Travel by Youth Exchange Students

Youth Exchange students may undertake approved travel with host parents or for Rotary
club or district events. The host district shall obtain written permission from the parents
or guardians of students for travel outside their local community as defined by the host
district in advance.

For all other travel, host districts must ensure that parents or legal guardians are provided
with specific details about the program, location, travel itineraries, sleeping
accommodations, and contact information. Tours and travel operated by or on behalf of
host districts are subject to the Rotary Code of Policies section 2.120.3. (June 2010 Mtg.,
Bd. Dec. 210)

Source: June 2010 Mtg., Bd. Dec. 210

Rotary Code of Policies 292
June 2020

41.050.14. Preparation
The parents or legal guardians of the student are responsible for providing appropriate
clothing and round-trip transportation to and from the host district.

It is not customary for host districts to charge inbound student fees. However, all in-
country and optional costs, such as language courses, tours, and insurance, must be outlined
and agreed to in advance of the exchange. Sending districts shall provide parents or legal
guardians of outbound students with itemized invoices outlining how funds paid to
participate in Youth Exchange are used. Copies of these invoices should also be provided
to the sending Rotary club.

The host and sending club or districts must provide students with a list of individuals to
contact in the case of a problem or emergency. These lists must include the name and
contact information for the student’s Rotarian counselor, club presidents, district chairs,
governors, and two non-Rotarian resource persons (one male and one female). This list
must also include local resources for medical, dental and mental health care and law
enforcement. Where available, this list should also include local resources, suicide
prevention hotlines, rape crisis hotlines, and local child protection agencies. (October 2019
Mtg., Bd. Dec. 58)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg., Bd. Dec. 108; January 2009 Mtg., Bd. Dec. 152;
November 2009 Mtg., Bd. Dec. 56; January 2017 Mtg., Bd. Dec. 87; July 2018 Mtg., Bd. Dec. 16; October 2018 Mtg., Bd. Dec. 56;
October 2019 Mtg., Bd. Dec. 58

41.050.15. Orientation
The sending club or district must organize a mandatory orientation for outbound students
and their parents or legal guardians prior to departure. This orientation must inform the
participants about the rules, procedures and expectations associated with the Youth
Exchange program, provide abuse prevention and awareness training for both students and
parents or legal guardians, and should include a briefing about the local Rotary club and
its activities.

The host club or district must organize a mandatory orientation for inbound students. This
must include guidance for students should they encounter any aspects of neglect, physical,
sexual, or emotional abuse, and contact information for local resources and their appointed
counselors. Orientation must include information on local laws and customs as these can
differ from one country to another greatly. (January 2017 Mtg., Bd. Dec. 87)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; June
2005 Mtg., Bd. Dec. 271; January 2009 Mtg., Bd. Dec. 152; January 2017 Mtg., Bd. Dec. 87

41.050.16. Student Responsibilities

Students should represent themselves, their home country, and Rotary in ways that reflect
Rotary’s values, commitment to Service Above Self, and as peacebuilders in their host
community. They should respect each other and act responsibly, befitting their role as a
representative of the program and of Rotary in the world.

Students should not under any circumstances be permitted to operate or drive a motorized
vehicle of any kind during the exchange, nor to own a motorized vehicle in the host country.
Rotary Code of Policies 293
June 2020

Students should not travel outside the immediate area of the host club community without
the consent of the host club and district, the students’ parents or legal guardians.

Students should accept the supervision and authority of the host family and the host club
or district during the exchange. (October 2019 Mtg., Bd. Dec. 58)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2002 Mtg., Bd. Dec. 99; November 2004 Mtg. Bd. Dec. 108; January
2009 Mtg., Bd. Dec. 152; January 2017 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 58

41.050.17. Student Debriefing

Due to the likely effects of reverse culture shock, following their return, students and their
parents or legal guardians should be encouraged to attend a debriefing meeting for the
purpose of assisting them to transition to their home, school, and community environment.
(January 2009 Mtg., Bd. Dec. 152)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2007 Mtg., Bd. Dec. 64; January 2009 Mtg., Bd. Dec. 152

41.050.18. Volunteer Selection and Screening

Careful selection of all individuals involved in Youth Exchange should be of paramount
concern and be done with the utmost care and consideration.

All adults (Rotarian and non-Rotarians) involved in the program, including but not limited
to committee members, host family members, club counselors, and others who have
significant or unsupervised contact with youth, must be interviewed to determine suitability
to work with youth, complete and sign a youth volunteer form, and agree to undergo
criminal background checks, including law enforcement public record checks and a
reference check.

The host club or district must conscientiously screen and select host families on the basis
of a written application, criminal background checks for all adults in the home, including
law enforcement public record checks and reference checks, personal interview, and home
visits which must be both announced and unannounced.

Adult volunteers (both Rotarian and non-Rotarian) who have not complied with program
requirements must be permanently removed by the district from involvement with youth
in a Rotary context. (October 2019 Mtg., Bd. Dec. 58)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by November 2004 Mtg. Bd. Dec. 108; February 2007 Mtg., Bd. Dec. 163;
November 2007 Mtg., Bd. Dec. 64; June 2006 Mtg., Bd. Dec. 248; January 2009 Mtg., Bd. Dec. 152; January 2017 Mtg., Bd. Dec. 87;
October 2019 Mtg., Bd. Dec. 58

41.050.19. Volunteer Training

All adults (Rotarian and non-Rotarians) involved in the program, including but not limited
to committee members, host families, club counselors, and others, must receive training
that includes information on program administration, rules, and abuse and harassment
awareness and prevention. (October 2019 Mtg., Bd. Dec. 58)

Source: February 2007 Mtg., Bd. Dec. 163; Amended by January 2009 Mtg., Bd. Dec. 152; October 2019 Mtg., Bd. Dec. 58
Rotary Code of Policies 294
June 2020

41.050.20. Host Family Rules and Expectations

The host family should provide room and board for the student and exercise appropriate
supervisory and parental responsibility to ensure the student’s well-being. (January 2009
Mtg., Bd. Dec. 152)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152

41.050.21. Early Returns

Students who do not comply with program requirements shall be sent home. The host
district shall have authority over these decisions. The sponsor district, club, host family
and the student’s parents must be fully informed of travel arrangements prior to the student
leaving their host country.

The student should be returned home at the earliest practical time and route. In the event
of an impasse, districts may appoint an independent Rotarian to serve as a mediator.
(January 2017 Mtg., Bd. Dec. 87)

Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152; January 2017 Mtg., Bd. Dec. 87

41.050.22. Youth Exchange Alumni

Districts and clubs are encouraged to establish Youth Exchange alumni groups, such as
Rotex, and to obtain recognition as official Rotary Alumni Associations. (June 2017 Mtg.,
Bd. Dec. 149)

Source: October 1998 Mtg., Bd. Dec. 97; Amended by September 2016 Mtg., Bd. Dec. 28; June 2017 Mtg., Bd. Dec. 149

41.050.23. Multidistrict Youth Exchange Program

There may be instances where two or more districts wish to jointly undertake Youth
Exchange. The Board has no objection to such cooperative effort, provided any activity or
project is not undertaken unless two-thirds of the clubs in each such district have first
approved participation. Furthermore, the governors of the respective districts shall secure
in advance specific authorization of the general secretary acting on behalf of the Board.

Each governor has the responsibility for the supervision and control of the Youth Exchange
Program within the district. Multidistrict activities shall be administered by a committee
composed of current district Youth Exchange chairs and other officers appointed by the
respective governors of participating districts. Such a multidistrict committee is
responsible for reporting in writing not less often than annually on its work and finances to
all governors in the participating districts. (January 2017 Mtg., Bd. Dec. 87)

Source: May 1979 Mtg., Bd. Dec. 355; Amended by November 2001 Mtg., Bd. Dec. 45; January 2009 Mtg., Bd. Dec. 152; January
2017 Mtg., Bd. Dec. 87

41.050.24. Regional Youth Exchange Groups

The Board has no objection to the formation of regional groups for the purpose of
disseminating information, facilitating communication, organizing training events or
conferences, or sharing best practices between certified districts and multidistricts provided
that:
Rotary Code of Policies 295
June 2020

1) there is no objection by the governors of each of the districts that may be the intended
participants based on the name or geographic location of such a group;
2) the group has no decision-making or legislative powers, except for decisions
concerning the activities of the group itself;
3) the group does not directly undertake any exchange activity and clearly
communicates that only certified districts or multidistricts may plan or arrange
exchange activities;
4) funds needed to implement the organization’s activities cannot be made enforceable.
(October 2019 Mtg., Bd. Dec. 58)

Source: October 2019 Mtg., Bd. Dec. 58

41.050.25. Service in Rotary Youth Exchange

The Rotary Youth Exchange experience should align with the Object of Rotary, to
encourage and foster the ideal of service and instill a lifelong dedication to service in young
people. Clubs and districts are encouraged to include service activities and curriculum that
promotes development of ethical leadership, team-building, international understanding,
goodwill, and peace. (January 2017 Mtg., Bd. Dec. 87)

Source: January 2017 Mtg., Bd. Dec. 87

41.050.26. Paid Wages for Youth Exchange Students

Employment regulations in various countries make it impractical for clubs and districts to
engage in any international exchange programs in which participants are paid wages.
(January 2017 Mtg., Bd. Dec. 87)
Source: March 1997 Mtg., Bd. Dec. 275; Amended by January 2009 Mtg., Bd. Dec. 152

41.050.27. District Youth Exchange Committee Chair and Multidistrict Officer List
The general secretary shall publish and maintain a directory of all district Youth Exchange
committee chairs, multidistrict contacts, and regional group contacts. (October 2019 Mtg.,
Bd. Dec. 58)
Source: May 1979 Mtg., Bd. Dec. 355; Amended by June 2009 Mtg., Bd. Dec. 217; January 2017 Mtg., Bd. Dec. 87; October 2019
Mtg., Bd. Dec. 58

41.060. Rotary Youth Leadership Awards

Rotary Youth Leadership Awards, also known as RYLA, is a program of Rotary International,
adopted by the Board in 1971.

RYLA programs are designed for children age 14 and older and adults in discrete cohorts to
address varying maturity levels and program needs. (January 2017 Mtg., Bd. Dec. 87)

Source: January 2017 Mtg., Bd. Dec. 87

41.060.1. Purpose
The Rotary Youth Leadership Awards program offers Rotarians an opportunity to
personally participate in developing qualities of leadership, good citizenship, and personal
and professional development in the young people of their communities. RYLA program
Rotary Code of Policies 296
June 2020

content and format can be customized to target limited age groups in order to address
varying needs and interests within the community. RYLA programs are conducted at the
club, district, or multidistrict level. (January 2017 Mtg., Bd. Dec. 87)

Source: April 1971 Mtg., Bd. Dec. 256; May-June 1982 Mtg., Bd. Dec. 395; Amended by November 1995 Mtg., Bd. Dec. 95; July
1998 Mtg., Bd. Dec. 37; January 2017 Mtg., Bd. Dec. 87

41.060.2. District Governor Authority

The governor is responsible for all RYLA events within the district, and the district RYLA
committee shall report to the governor. (September 2016 Mtg., Bd. Dec. 57)

Source: September 2016 Mtg., Bd. Dec. 57

41.060.3. Objectives
The objectives of a Rotary Youth Leadership Awards program are as follows:

1) to demonstrate further Rotary respect and concern for youth;

2) to encourage and assist selected youth leaders and potential leaders in responsible and
effective voluntary youth leadership by providing them with a training experience;
3) to encourage continued and stronger leadership of youth by youth;
4) to publicly recognize the high qualities of many young people who are rendering service
to their communities as youth leaders. (January 2017 Mtg., Bd. Dec. 87)

Source: May-June 1982 Mtg., Bd. Dec. 395; Amended by January 2017 Mtg., Bd. Dec. 87

41.060.4. Core Curriculum

All RYLA programs should include a core curriculum which includes the following topics:

1) The fundamentals of leadership

2) The ethics of positive leadership
3) The importance of communication skills in effective leadership
4) Problem solving and conflict management
5) What is Rotary and what does it do for the local community
6) Building self confidence and self esteem
7) The elements of community and global citizenship

while reflecting issues of local relevance and be carried out in a manner appropriate to local
customs. (June 2001 Mtg., Bd. Dec. 310)

Source: February 1996 Mtg., Bd. Dec. 218

41.060.5. Service in RYLA

RYLA core curriculum should support the Object of Rotary, to encourage and foster the
ideal of service and instill a lifelong dedication to service in young people. Clubs and
districts are encouraged to include service activities and curriculum that promotes
development of ethical leadership, team-building, international understanding, goodwill,
and peace. (January 2017 Mtg., Bd. Dec. 87)

Source: January 2017 Mtg., Bd. Dec. 87

Rotary Code of Policies 297
June 2020

41.060.6. Activities for Rotarians Involved in RYLA

Rotarians involved in RYLA are encouraged to:

a. invite RYLA participants who may not have easy access to leadership development
opportunities, including candidates from other organizations , including economically
and socially disadvantaged youth with leadership potential to participate in their RYLA
programs;

b. provide continuity to the participants of their RYLA events by including them in the
development of future RYLA events and encouraging them to become involved as
Rotary alumni. (January 2017 Mtg., Bd. Dec. 87)

Source: February 2001 Mtg., Bd. Dec. 227; Amended by January 2017 Mtg., Bd. Dec. 87

41.060.7. RYLA Seminars and Programs

RYLA seminars should be conducted in districts and zones to facilitate the exchange of
information between Rotarians involved in RYLA and to share information about
successful RYLA programming among district RYLA chairs, district RYLA committee
members, and other Rotarians interested in RYLA. In addition, governors and directors
are encouraged to include RYLA in the programs of the district training assembly, the
district conference, and Rotary institutes. (January 2017 Mtg., Bd. Dec. 87)

Source: February 2001 Mtg., Bd. Dec. 227; Amended by January 2017 Mtg., Bd. Dec. 87

Cross References

2.120. Youth Protection

17.020. Incorporation of Districts
32.090.4. Multidistrict Youth Exchange
41.020. New Generations Service Exchange


Rotary Code of Policies 298
June 2020

Article 42. Global Networking Groups

42.010. Networking and Service Groups Committee

42.020. Rotary Fellowships
42.030. Rotary Action Groups
42.040. Incorporation Guidelines For Global Networking Groups

42.010. Networking and Service Groups Committee

The RI president shall appoint a seven-member Networking and Service Groups Committee to
oversee the operations of all Global Networking Groups. The members of the committee shall serve
staggered three-year terms, with the exception of the director and trustee. The Committee shall
consist of a chairperson, one RI director, one TRF trustee, one Rotary Action Groups representative,
one Rotary Fellowships representative, one vocational service representative, and one member at
large. (October 2018 Mtg., Bd. Dec. 58)

Source: January 2011 Mtg., Bd. Dec. 137; Amended by October 2015 Mtg., Bd. Dec. 58; January 2017 Mtg., Bd. Dec. 113; January 2018 Mtg.,
Bd. Dec. 102; October 2018 Mtg., Bd. Dec. 34; October 2018 Mtg., Bd. Dec. 58

42.020. Rotary Fellowships

42.020.1. Terms of Fellowships

A Rotary fellowship is a group of individuals who globally unite around a common interest,
vocation, or recreational activity with the primary purpose to network and further
friendship. Membership in a fellowship is open to any interested individual. Fellowship
activities must be conducted independently of RI, but must be in harmony with RI policy,
including the use of the Rotary Marks. Fellowships may not be used to promote religious
beliefs, political issues, or other organizations. Recognition of a fellowship by RI in no
way implies legal, financial or other obligation or responsibility on the part of RI, or any
district or club. A fellowship may not act on behalf of RI, or represent or imply that it has
authority to act on behalf of RI. A fellowship is not an agency of RI. Fellowships must be
self‑sustaining financially, administratively, and otherwise. Fellowships may not exist or
function in any country in violation of the laws of such country. Individual Rotary
Fellowships are not covered by RI insurance and are encouraged to assess their own risk
and secure coverage as appropriate. (January 2020 Mtg., Bd. Dec. 100)

Source: January 1966 Mtg., Bd. Dec. 168; November 1999 Mtg., Bd. Dec. 172; Amended by June 2001 Mtg., Bd. Dec. 394; May
2003 Mtg., Bd. Dec. 381; March 2005 Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302; June 2018 Mtg., Bd. Dec. 177; January 2020
Mtg., Bd. Dec. 100

Cross References

40.010.1. Definition of Program Participants

40.050.1. Definition of Rotary Alumni
Rotary Code of Policies 299
June 2020

42.020.2. Criteria for Recognition

The general secretary recognizes Rotary Fellowships on behalf of the Board.

To be recognized as a fellowship, a group shall:

1) Have at least 25 members representing at least five countries.

2) Not duplicate the purposes of an existing fellowship.
3) Be led by an active Rotarian, Rotaractor, or Peace Fellow.
4) Have governing documents (charter, constitution, bylaws, or similar documents),
which shall be consistent with RI policy.
5) Propose a web presence strategy (such as a website, social media page, etc.) (January
2020 Mtg., Bd. Dec. 100)
Source: November 1997 Mtg., Bd. Dec. 141; August 1999 Mtg., Bd. Dec. 66; November 2002 Mtg., Bd. Dec. 101; May 2003 Mtg.,
Bd. Dec. 381; March 2005 Mtg., Bd. Dec. 205; Amended by June 2005 Mtg., Bd. Dec. 302; October 2013 Mtg., Bd. Dec. 43; October
2015 Mtg., Bd. Dec. 58; January 2017 Mtg., Bd. Dec. 87; January 2017 Mtg., Bd. Dec. 113; October 2018 Mtg., Bd. Dec. 58. See
also November 1996 Mtg., Bd. Dec. 106; January 2019 Mtg., Bd. Dec. 115; January 2020 Mtg., Bd. Dec. 100

42.020.3. Maintaining Active Status

The general secretary will promote fellowships as member engagement and retention
opportunities.

Fellowships meeting the following criteria will receive promotional preference through
Rotary media and at events such as the International Convention, subject to space
availability:

1) Maintain a web presence (website, social media page) with current information
2) Report their chair annually to Rotary International
3) Submit an annual report to the general secretary by 1 September
4) Respond to inquiries from its members, prospective members, and the general secretary
(January 2019 Mtg., Bd. Dec. 115)

Source: January 2019 Mtg., Bd. Dec. 115

42.020.4. Termination of Recognition

The general secretary, acting on behalf of the Board, may terminate a fellowship, with or
without the consent of the fellowship's officers or members, for failure to comply with RI
policies.

The general secretary, acting on behalf of the Board, may terminate a Rotary Fellowship
in cases where the group has decided to voluntarily disband. Disbanded and terminated
fellowships shall donate any remaining funds to The Rotary Foundation. (January 2019
Mtg., Bd. Dec. 115)
Source: November 1989 Mtg., Bd. Dec. 96; Amended by May 2003 Mtg., Bd. Dec. 381; June 2004 Mtg., Bd. Dec. 257; November
2005 Mtg., Bd. Dec. 78; January 2008 Mtg., Bd. Dec. 164; January 2017 Mtg., Bd. Dec. 113; January 2019 Mtg., Bd. Dec. 115

42.020.5. Statement in Publications

A prospective Fellowship must prominently identify itself as a “prospective” group.
Rotary Code of Policies 300
June 2020

Rotary Fellowships must prominently display the statement “This fellowship is not an
agency of, or controlled by, Rotary International” or similar language approved by the
general secretary in newsletters, publications, brochures, and websites. Following is an
approved example of how such language may be incorporated into a statement describing
the fellowship.

“The International Golfing Fellowship of Rotarians is a group of Rotarians dedicated to

promoting golfing as an opportunity for fellowship. This fellowship operates in accordance
with Rotary International policy, but is not an agency of, or controlled by, Rotary
International.” (January 2019 Mtg., Bd. Dec. 115)

Source: May 2003 Mtg., Bd. Dec. 381; Amended by June 2005 Mtg., Bd. Dec. 302; January 2019 Mtg., Bd. Dec. 115

42.020.6. Agreements with Other Parties

Any agreement between a fellowship and other parties must clearly state that the fellowship
is not an agency of, or controlled by Rotary International, an Illinois corporation, and that
Rotary International is not liable for the activities of the fellowship. Any such agreement
must also clearly state that Rotary International is not a party to the agreement, and that
Rotary International is not liable for the performance of, or any obligation under, the
agreement.

A fellowship may not enter into cooperative relationships with other organizations on
behalf of RI. (June 2005 Mtg., Bd. Dec. 302)

Source: March 2005 Mtg., Bd. Dec. 205; June 2005 Mtg., Bd. Dec. 302

42.020.7. Youth Protection

Rotary Fellowships must protect the safety and wellbeing of all youth participating in their
activities and comply with Rotary International’s youth protection policies. A Rotary
Fellowship may not grant membership or affiliation to a person who is known to have
engaged in sexual abuse or harassment or who is prohibited from being a member of a
Rotary club. (Upon obtaining information that a fellowship has knowingly failed to
terminate the membership or affiliation of such an individual, the RI Board may terminate
the Rotary Fellowship for failure to comply). (January 2017 Mtg., Bd. Dec. 113)

Source: May 2015 Mtg., Bd. Dec. 184; January 2017 Mtg., Bd. Dec. 113

42.020.8. Fellowships at RI Conventions

RI will provide gratis booth space for active Rotary Fellowships in good standing, on a
space available basis and when the budget permits, with the provisions that no fundraising
may take place. (October 2019 Mtg., Bd. Dec. 29)

Source: May 2012 Mtg., Bd. Dec. 244; Amended by October 2019 Mtg., Bd. Dec. 29

Cross References

8.020. Special Observances

Rotary Code of Policies 301
June 2020

42.030. Rotary Action Groups

42.030.1. Purpose
A Rotary Action Group shall be an internationally organized group with subject-matter
expertise and experience in a particular service area whose purpose is the advancement of
the Object of Rotary by providing assistance and support to Rotary clubs, districts, and
multidistricts in planning and implementing large-scale, community development and
humanitarian service projects. (January 2020 Mtg., Bd. Dec. 100)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by January 2011 Mtg., Bd. Dec. 137; September 2011 Mtg., Bd. Dec. 88; May
2014 Mtg., Bd. Dec. 143; January 2016 Mtg., Bd. Dec. 123; January 2019 Mtg., Bd. Dec. 115; January 2020 Mtg., Bd. Dec. 100

Cross References

40.010.1. Definition of Program Participants

40.050.1. Definition of Rotary Alumni

42.030.2. Relationship with Rotary International

Rotary Action Groups are a resource to Rotary clubs and districts in their specialty. Rotary
Action Group activities must be in harmony with RI policy. Rotary Action Groups may not
be used to promote religious beliefs, political issues, or other non-Rotary organizations, or
for the sole purpose of advocacy. Recognition of a Rotary Action Group by RI in no way
implies legal, financial or other obligation or responsibility on the part of RI, or any district
or club. A Rotary Action Group may not act on behalf of RI, or represent or imply that it
has authority to act on behalf of RI. A Rotary Action Group is not an agency of RI. Rotary
Action Groups must be self-sustaining financially, administratively, and otherwise. Rotary
Action Groups may not exist or function in any country in violation of the laws of such
country.

Individual Rotary Action Groups are not covered by RI insurance and are encouraged to
assess their own risk and secure coverage as appropriate. (January 2017 Mtg., Bd. Dec. 113)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Bd. Dec. 75; January 2011 Mtg., Bd. Dec. 137; October
2015 Mtg., Bd. Dec. 58; January 2016 Mtg., Bd. Dec. 123

42.030.3. Governance and Membership

Rotary Action Groups must adhere to standard bylaws as approved by the Board. Rotary
Action Groups shall be governed by a board of directors with at least five members who
must be active Rotarians, Rotaractors, or Peace Fellows.

Membership in the Rotary Action Group is open to any interested individual. Membership
may also be offered to Rotaract clubs, Rotary clubs, and districts on an annual basis at the
discretion of the Rotary Action Groups’ board of directors. (January 2020 Mtg., Bd. Dec. 100)

Source: November 2006 Mtg., Bd. Dec. 75; Amended by January 2011 Mtg., Bd. Dec. 137; January 2017 Mtg., Bd. Dec. 113; January
2020 Mtg., Bd. Dec. 100
Rotary Code of Policies 302
June 2020

42.030.4. Obtaining Provisional Recognition as a Rotary Action Group

All prospective Rotary Action Groups must apply for provisional recognition by the Board.

To apply, the group must

1) Secure at least 50 prospective members representing at least five countries and three
zones, who share a common interest in a specific worthwhile service activity that advances
the Object of Rotary.

2) Submit an application, including a description of the founding members’ expertise in

the subject matter, the types of projects it intends to promote or conduct, and an action plan
that outlines how the group plans to accomplish its service goals.

3) Be organized in accordance with RI policy.

4) Complement the service activities of Rotarians, clubs and districts and not conflict with
the purposes of an existing Rotary Action Group, RI program or Rotary Foundation
program

Groups that are denied provisional recognition may not reapply for a period of two years
from the date of such denial. (January 2017 Mtg., Bd. Dec. 113)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Bd. Dec. 75; January 2011 Mtg., Bd. Dec. 137; January
2017 Mtg., Bd. Dec. 113

42.030.5. Requirements for Provisionally Recognized Rotary Action Groups

Within two years of the date of provisional recognition, a Rotary Action Group must
demonstrate its viability by doing the following:

1) Maintain at least 50 members representing at least five countries and three zones
2) Provide evidence of support for at least three multi-club or district community
development and humanitarian service projects
3) Help clubs and districts obtain partners (within or outside of Rotary) and other resources
for their projects
4) Maintain a website with current information and resources
5) Meet all of the requirements and policies for Rotary Action Groups

Provisionally recognized Rotary Action Groups shall have all the rights and responsibilities
of Rotary Action Groups. At the end of the two-year period, the Networking and Service
Groups Committee shall evaluate and recommend that the Board recognize or terminate
the provisional Rotary Action Group. Groups that are denied recognition may not reapply
for a period of two years from the date of denial. (January 2019 Mtg., Bd. Dec. 115)

Source: January 2017 Mtg., Bd. Dec. 113; Amended by October 2018 Mtg., Bd. Dec. 58; January 2019 Mtg., Bd. Dec. 115

42.030.6 Maintaining Status as a Rotary Action Group

To maintain its status as a Rotary Action Group, a group must:

1) Function in accordance with its recognized purpose and in accordance with RI policy.
Rotary Code of Policies 303
June 2020

2) Regularly collaborate with clubs, districts, and multidistricts on international service

projects in their area of specialty.

3) Annually support at least three multi-club or district community development and

humanitarian service projects. Groups shall maintain a record of their involvement and
project outcomes.

4) Consistently distribute print or electronic communications to members of the Rotary

Action Group.

5) Maintain a website with current information and resources.

6) Hold an annual meeting, in person or online, through which members can interact.

7) Submit an annual report of activities and finances, as requested by the general secretary,
with a copy to its members by 1 October.

8) Annual reports shall be reviewed by the general secretary and the Networking and
Service Groups Committee to determine whether groups are maintaining their active status.
(January 2019 Mtg., Bd. Dec. 115)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by January 2011 Mtg., Bd. Dec. 137; January 2016 Mtg., Bd. Dec. 123; January
2017 Mtg., Bd. Dec. 113; October 2018 Mtg., Bd. Dec. 58; January 2019 Mtg., Bd. Dec. 115

42.030.7. Rotary Action Group Communication Policies

1. Websites
Rotary Action Groups must maintain websites that promote their activities and inform their
members. Groups in formation that have not yet received recognition from the Board may
organize a website to seek potential members, as long as the website clearly states that the
group is not a Rotary Action Group, and does not use the Rotary Marks. Groups in
formation that are denied recognition must disable these websites upon notification of the
Board’s decision.

2. Contact with clubs and districts

Rotary Action Groups may contact district governors and district governors-elect. Rotary
Action Groups may contact clubs only when a district governor grants express permission.
This permission must be renewed annually with the change in district leadership.

3. Conflicts of interest
It is not permissible for a member of a Rotary Action Group to circularize on matters
affecting his or her individual business interests.

4. Statement in communications and publications

Rotary Action Groups’ communications (electronic and print), publications, and websites
must prominently display the statement “This Rotary Action Group is not an agency of, or
controlled by, Rotary International” or similar language approved by the general secretary.
This language must also be prominently included in any communications to, or agreements
with, outside parties.
Rotary Code of Policies 304
June 2020

Following is an approved example of how such language may be incorporated into a

statement describing a Rotary Action Group.

“The Rotary Action Group for Urban Concerns is a group of Rotarians whose purpose is
to mobilize Rotarians and provide global leadership to address issues such as crime,
unemployment, substance abuse, and homelessness. This Rotary Action Group operates
in accordance with Rotary International policy, but is not an agency of, or controlled by,
Rotary International.” (January 2019 Mtg., Bd. Dec. 115)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Bd. Dec. 75; January 2011 Mtg., Bd. Dec. 137; September
2011 Mtg., Bd. Dec. 88; January 2012 Mtg., Bd. Dec. 191; January 2019 Mtg., Bd. Dec. 80; January 2019 Mtg., Bd. Dec. 115

42.030.8. Promotion of Rotary Action Groups

Rotary Action Groups shall work through the existing structure of clubs, districts, and
multidistricts to support their service projects. Rotary Action Groups may list club, district,
and multidistrict projects on their websites seeking financial support and provide direction
on how individuals and/or organizations may contribute to those entities directly.

District governors, district International Service chairs and club presidents are encouraged
to facilitate collaboration opportunities between clubs and Rotary Action Groups on
projects and activities pertaining to the groups’ respective areas of specialty.

Governors-elect and club presidents-elect shall be trained in the purpose, operation,

composition, and targeted expertise of Rotary Action Groups. This should include how to
use Rotary Action Groups to assist clubs and districts in supporting RI strategic plan
priorities. (January 2017 Mtg., Bd. Dec. 113)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by January 2011 Mtg., Bd. Dec. 137; September 2011 Mtg., Bd. Dec. 88; January
2016 Mtg., Bd. Dec. 123; January 2017 Mtg., Bd. Dec. 87; January 2017 Mtg., Bd. Dec. 113

42.030.9. Independent Review of Financial Statements

Rotary Action Groups with annual gross receipts or expenditures of more than US$25,000
or equivalent are required to provide an annual financial statement and report that has been
independently reviewed by a qualified accountant or by an action group audit committee,
as may be decided by the membership. This report is to be provided to the membership
with a copy to the general secretary by 1 October in each year.

If an audit committee approach is selected, the committee must

a) Be composed of at least three members who are not current officers

b) Be composed of active Rotarians
c) Have at least one member who is a past governor or past club president
d) Have at least one member with accounting and audit experience
e) Be selected by the group at its annual meeting in accordance with the procedures
established by the group. (January 2017 Mtg., Bd. Dec. 113)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Bd. Dec. 75; November 2007 Mtg., Bd. Dec. 69; January
2011 Mtg., Bd. Dec. 137; January 2017 Mtg., Bd. Dec. 113
Rotary Code of Policies 305
June 2020

42.030.10. Services
Services include use of the Rotary Marks; listing in program publications, and on the RI
website; and priority access to booth space and meeting space at the International Convention
at no cost, on a space available basis. (January 2020 Mtg., Bd. Dec. 99)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by January 2011 Mtg., Bd. Dec. 137; September 2011 Mtg., Bd. Dec. 88; January
2012 Mtg., Bd. Dec. 201; January 2017 Mtg., Bd. Dec. 87; January 2019 Mtg., Bd. Dec. 80; January 2020 Mtg., Bd. Dec. 99

42.030.11. Suspension and Termination of Recognition

The general secretary, acting on behalf of the Board, may suspend services provided to a
Rotary Action Group, with or without the consent of the group's officers or members, for
failure to function in accordance with RI policy. To be reinstated, the group must address
the concerns communicated by the general secretary within six months of the date of
suspension. The general secretary, acting on behalf of the Board, may reinstate a suspended
Rotary Action Group. In the case of non-compliance, the Networking and Service Groups
Committee may recommend that the Board terminate the group.

Groups that are terminated may not reapply for a period of two years from the date of
termination.

The general secretary may, acting on behalf of the Board, terminate a Rotary Action Group
in cases where the group has decided to voluntarily disband.

Disbanded or terminated Rotary Action Groups shall donate any remaining funds to The
Rotary Foundation. (January 2019 Mtg., Bd. Dec. 80)

Source: June 2005 Mtg., Bd. Dec. 302; November 2005 Mtg., Bd. Dec. 78; January 2011 Mtg., Bd. Dec. 137; January 2017 Mtg., Bd.
Dec. 113; October 2018 Mtg., Bd. Dec. 58; January 2019 Mtg., Bd. Dec. 80

42.030.12. Rotary Action Group Dues and Fundraising

Rotary Action Groups shall disclose how dues are used in their governing documents, and
on their membership application materials. Rotary Action Groups shall prepare and
circulate a statement of income and expenses annually to their members.

Rotary Action Groups may have paid staff. Groups may pay staff salaries and other
administrative costs through membership dues, through project administrative fees paid as
part of a grant, or through donations designated for such expenses.

Rotary Action Groups may solicit funds, including on their websites, from individuals
and/or organizations, provided that donations are for the purpose of supporting:
--a Rotary club, district, or multidistrict project
--The Rotary Foundation
--a separate implementing organization working with Rotary clubs on a project (provided
there is no conflict of interest between the Rotary Action Group, its officers and/or directors,
and the entity receiving the funds)
Rotary Code of Policies 306
June 2020

Rotary Action Groups may hold donations for the groups listed above in an amount not to
exceed US$100,000. Rotary Action Groups seeking to hold funds in excess of US$100,000
shall first obtain approval from the Networking and Service Groups Committee. (January
2019 Mtg., Bd. Dec. 80)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by January 2011 Mtg., Bd. Dec. 137; September 2011 Mtg., Bd. Dec. 88; January
2016 Mtg., Bd. Dec. 123; January 2017 Mtg., Bd. Dec. 113; October 2018 Mtg., Bd. Dec. 58; January 2019 Mtg., Bd. Dec. 80

42.030.13. Rotary Action Groups and Other Organizations

1. Grant-seeking policy
Rotary Action Groups approaching other organizations for funds in excess of US$25,000
shall first provide a draft copy to the general secretary and obtain express approval prior to
submitting any formal applications. This provision also applies to funds that will be
disbursed to a third party organization working with the group.

2. Cooperative relationship policy

Rotary Action Groups approaching other organizations with the intention of establishing
formal, written cooperative relationships or other agreements shall first provide a draft
copy to the general secretary and obtain express approval in advance of any formal action.
(January 2019 Mtg., Bd. Dec. 80)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Bd. Dec. 75; February 2007 Mtg., Bd. Dec. 159; January
2011 Mtg., Bd. Dec. 137; January 2019 Mtg., Bd. Dec. 80

42.030.14. Incorporation of Rotary Action Groups

The advisability of incorporation is a matter the members of a Rotary Action Group should
determine in light of their activities. Applications for incorporation must be submitted to
the general secretary for review prior to submission. The articles of incorporation, or
equivalent corporate document, of a Rotary Action Group must include a statement to the
effect that the group is not an activity or agency of RI and must be in accordance with RI
policy. (January 2011 Mtg., Bd. Dec. 137)

Source: June 2005 Mtg., Bd. Dec. 302; Amended by November 2006 Mtg., Bd. Dec. 75; January 2011 Mtg., Bd. Dec. 137

42.030.15. Rotary Action Group Advocacy Guidelines

The general secretary shall circulate to all Rotary Action Groups the Rotary Action Group
Advocacy Guidelines, as follows:

Rotarians are advocates for ending polio and for improving lives through service in
Rotary’s six areas of focus. Rotary Action Groups are organized with the purpose of
supporting clubs and districts in planning and implementing large-scale, community
development and humanitarian service projects in a particular domain in which their
members have expertise. As part of their work, it is understood that RAGs promote
awareness of an issue and advocate for action to address the issue. When dealing with
governments for which a particular issue is politically sensitive, RAGs are expected to
avoid taking partisan positions and are encouraged to submit suggested calls to action to
Rotary International for review.” (April 2018 Mtg., Bd. Dec. 135)

Source: January 2018 Mtg., Bd. Dec. 102

Rotary Code of Policies 307
June 2020

42.030.16. Youth Protection

Rotary Action Groups must protect the safety and wellbeing of all youth participating in
their activities and comply with Rotary International’s youth protection policies. A Rotary
Action Group may not grant membership or affiliation to a person who is known to have
engaged in sexual abuse or harassment or who is prohibited from being a member of a
Rotary club. (Upon obtaining information that a group has knowingly failed to terminate
the membership or affiliation of such an individual, the RI Board may terminate the Rotary
Action Group for failure to comply). (January 2017 Mtg., Bd. Dec. 113)

Source: May 2014 Mtg., Bd. Dec. 143; January 2017 Mtg., Bd. Dec. 113

Cross References

2.120. Youth Protection

40.010.1. Definition of Program Participants
40.050.1. Definition of Rotary Alumni
Article 34. Rotary Marks
35.010.3. Contact with Other Organizations

42.040. Incorporation Guidelines For Global Networking Groups

The following recommended minimum guidelines apply to all Global Networking Groups that
choose to incorporate:

1. The name of the incorporated Global Networking Group shall be the same as the name approved
by the RI Board

2. The corporation shall be a not-for-profit entity, and it shall pay no dividend and no part of its
money, property or other assets shall be distributed to its members, directors, or officers

3. Where any provision of the corporate documents of the incorporated Global Networking Group
is not in conformity with the constitution, bylaws, or policies of RI, the terms of the constitution,
bylaws, or policies of RI shall prevail at all times

4. All members of the Global Networking Group shall be members of the incorporated entity

5. The initial membership of the Global Networking Group shall be the members of the Global
Networking Group as of the time of the incorporation. The addition or removal of a member from
a Global Networking Group pursuant to the Global Networking Group’s governing document shall
immediately and automatically result in a corresponding change in the membership of the
corporation

6. The board of directors and officers of the Global Networking Group corporation shall be limited
to members of the Global Networking Group

7. The number and terms of the directors shall be as required by local law and as provided for by
the incorporated Global Networking Group’s corporate documents
Rotary Code of Policies 308
June 2020

8. The board of the Global Networking Group at the time of the incorporation shall be the board of
the incorporated group. Incorporated Rotary Action Groups must have at least five board members
who are active Rotarians; incorporated Rotary Fellowships must have at least three board members,
chaired by an active Rotarian. The Global Networking Group may elect such other officers as
required by local law and as provided for in its corporate documents

9. The chair shall report annually to the members on the status of the Global Networking Group
incorporation

10. The Global Networking Group corporation is not an activity or agency of RI.

11. The Global Networking Group corporation shall immediately and automatically cease
operations and begin dissolution upon directive of the RI Board or upon the approval of the members
of the corporation. The chair shall provide the Board notice of a decision by the Global Networking
Group to dissolve the corporation, and shall provide a final report upon the completion of the
dissolution process. (January 2019 Mtg., Bd. Dec. 80)

Source: November 2005 Mtg., Bd. Dec. 76; Amended by January 2017 Mtg., Bd. Dec. 87; January 2017 Mtg., Bd. Dec. 113; January 2019 Mtg.,
Bd. Dec. 80

Cross References

32.090.5. General Secretary Authority to Incorporate Global Networking Groups


Rotary Code of Policies 309
June 2020

Article 43. RI Awards

43.010. Rotary Citation

43.020. Significant Service Award
43.030. Rotary Membership Development Award
43.040. Service Above Self Award
43.050. Avenues of Service Award
43.060. RI Award of Honor
43.070. Rotary Alumni Global Service Award
43.080. Alumni Association of the Year Award
43.090. Rotary Award for Excellence in Service to Humanity
43.100. Award Replacement Policy
43.110. New Award or Recognition Proposals

43.010. Rotary Citation

The purpose of this award is to recognize Rotary clubs that pursue activities that support
organizational priorities.

The criteria for the Rotary Citation shall be based on the priorities and goals of the strategic plan,
include relevant Rotary Foundation goals, and remain consistent for the duration of that strategic
plan.

There will be a separate section for each president to personalize. Citation achievements should
be written in such a way that clubs chartered during the achievement year are not unduly precluded
from achieving the Citation.

A Rotary Citation for districts may be offered to districts where a pre-determined number of clubs
achieve the Rotary Citation.

A modified version of the Rotary Citation shall be made available for Interact Clubs and Rotaract
Clubs. An electronic certificate will be sent to governors for local printing or electronic
distribution to clubs. (January 2017 Mtg., Bd. Dec. 115)

Source: May 2011 Mtg., Bd. Dec. 215: Amended by January 2017 Mtg., Bd. Dec. 115

43.020. Significant Service Award

The purpose of this award is to recognize Rotary and Rotaract clubs for impactful projects and to
give district recognition to club activities that address a significant problem or need.

The current club president may forward to the current governor for consideration any project
description undertaken during their year of service. Upon receipt, the governor may determine
that the achievement is worthy of recognition by certificate. (April 2020 Mtg., Bd. Dec. 139)

Source: July 1991 Mtg., Bd. Dec. 22; Amended by January 2017 Mtg., Bd. Dec. 115; April 2020 Mtg., Bd. Dec. 139
Rotary Code of Policies 310
June 2020

43.030. Rotary Membership Development Award

The purpose of this award is to recognize individual Rotarians, clubs, districts, regions, and zones
for activities proven to increase membership.

Criteria
Membership achievement categories for recognition shall be informed by those presented in the
Rotary Citation. For each category, an achievement threshold of the top five clubs in districts,
districts in zones, and zones worldwide shall be recognized.

Recognition Items
Recognition shall be based on the level of achievement and may include wearable items, display
items, electronic badges for online posting, and recognition events during International Assembly
and Convention. Publicity of award winners may appear on the RI website and in The Rotarian
and other regional magazines where appropriate.

Recognition items for individuals shall be delivered to clubs for presentation during club meetings
or events. Recognition items for clubs shall be delivered to district governors for presentation
during official visits or district events. Recognition items for district and regional leaders shall be
delivered to directors for presentation at district or zone events. (January 2017 Mtg., Bd. Dec. 115)

Source: June 1997 Mtg., Bd. Dec. 303; May 2014 Mtg., Bd. Dec. 157; Amended by January 2017 Mtg., Bd. Dec. 115. See also March 1997
Mtg., Bd. Dec. 266. Affirmed by July 2002 Mtg., Bd. Dec. 30

43.040. Service Above Self Award

The purpose of this award is to honor up to 150 outstanding Rotary and Rotaract club members
per year whose service activities deliver an impact to humanity. No more than one recipient will
be selected from a given district each year and an individual may only receive the award once.

Eligible nominators
Only current district governors and RI directors may submit one candidate from their districts.
RI’s current special representatives to non-districted Rotary clubs may also nominate one Rotarian
or Rotaractor per year from the group of non-districted clubs they serve.

Eligible nominees
Any active Rotarian or Rotaractor in good standing may be nominated except current, incoming
or immediate past governors, RI Directors, RI Presidents, and Foundation Trustees.

It is not possible to nominate one’s self for the award. In addition, nominees must not be the
partner, lineal descendant (child or grandchild), a partner of a lineal descendant, or an ancestor
(parent or grandparent) of the nominator.

Nomination Criteria
Nominees must be Rotarians or Rotaractors in good standing. They must have demonstrated
exemplary continuing humanitarian service, in any form and at any level. There should be an
emphasis on personal volunteer efforts and active involvement in helping others through Rotary.
The award will not be given solely in recognition of one’s performance in an elected or appointed
Rotary assignment. Personal financial contributions to Rotary, its Foundation, or any individual
project are not relevant considerations for this award.
Rotary Code of Policies 311
June 2020

Selection of recipients
The president shall select up to five current Board members to review the nominations. Upon
selection, RI shall return to the nominator or nominator’s designee the Service Above Self pin and
plaque for presentation to the Rotarian or Rotaractor. (April 2020 Mtg., Bd. Dec. 139)

Source: March 1992 Mtg., Bd. Dec. 184; Amended by February 1995 Mtg., Bd. Dec. 171; February 1996 Mtg., Bd. Dec. 217; June 1998 Mtg.,
Bd. Dec. 347; October 1998 Mtg., Bd. Dec. 68; November 1999 Mtg., Bd. Dec. 131; June 2001 Mtg., Bd. Dec. 389; November 2001 Mtg., Bd.
Dec. 72; February 2002 Mtg., Bd. Dec. 176; February 2003 Mtg., Bd. Dec. 228; November 2006 Mtg., Bd. Dec. 77; February 2007 Mtg., Bd. Dec.
204; November 2008 Mtg., Bd. Dec. 66; November 2009 Mtg., Bd. Dec. 58; October 2015 Mtg., Bd. Dec. 61; January 2017 Mtg., Bd. Dec. 115;
January 2018 Mtg., Bd. Dec. 109; April 2020 Mtg., Bd. Dec. 139

Cross References

32.090.15. GS Authority to Rescind Service Above Self Award

43.050. “Avenues of Service Award”

The purpose of this award is to recognize the efforts of individual Rotarians or Rotaractors in each
of Rotary’s five Avenues of Service.

Eligible nominators and nominees

Current club presidents may nominate to the district for recognition in one or all of the areas of
service any active Rotarian or Rotaractor in good standing except current club presidents;
incoming, current, or immediate past governors; general secretaries, RI directors, RI presidents,
Foundation Trustees, and RIBI presidents, vice-presidents, or honorary treasurers.

Sample achievement activities:

Club Service: Having exhibited significant support of club service by the activities and
administration of their Rotary or Rotaract club and enhancing member satisfaction.
--Organizing club meetings and creating engaging programming
--Serving on committees, as committee chair, on club Boards, etc.
--Fostering communication among club members, and with the community through social or other
media coverage of club activities
--Creating a proactive, creative, long-term strategy supporting membership development
--Joining and actively participating in the activities of a Rotary Fellowship

Community Service: Having exhibited significant support of community service by improving

the quality of life for people in their communities and serving the public interest.
--Taking the lead on the planning and implementation of a sustainable local service project
--Fostering opportunities to secure a partnership with a corporate, governmental, or
nongovernmental entity to work on a project together
--Personally involving oneself in the hands on delivery of service to the community

International Service: Having exhibited significant support of international service by improving

the quality of life for people across the globe, and promoting peace and international and cultural
understanding.
--Taking the lead on the planning and implementation of an international service project in one of
Rotary’s six areas of focus
--Fostering opportunities to secure a partnership with a corporate, governmental, or
nongovernmental entity to work on a service project together
Rotary Code of Policies 312
June 2020

--Participating in World Community Service, Friendship Exchange, Vocational Training Team, or

Intercountry Committees
--Organizing the club's participation in a local or international project faire
--Participating in a Rotary Action Group’s support of a service project

Vocational Service: Having exhibited significant support of vocational service by exemplifying

integrity and high ethical standards in their vocation and in Rotary; using their vocational talents
to serve the community.
--Mentoring a young person to help that person succeed in vocational pursuits
--Organizing a vocational service discussion or group workshop to inspire others to take action
--Teaching other club members about their vocation by participating in a classification talk
--Participating in a business networking event that introduces non-Rotarians to the principles of
vocational service
--Implementing an activity to celebrate Vocational Service Month in January
--Participating in a Vocational Training Team

Youth Service: Having exhibited significant support of youth service by empowering youth and
young professionals, and supporting leadership development programs such as Rotaract, Interact,
Rotary Youth Leadership Awards, and Rotary Youth Exchange.
--Taking the lead on the planning and implementation of a service project that supports the
development of young persons in the community
--Hosting an event for Rotary alumni, and highlighting Rotary’s networking opportunities
--Participating in an Interact or Rotaract club service project
--Actively mentoring and coaching Interactors’ and Rotaractors’ personal, professional, and
leadership development
--Hosting a youth exchange student
--Implementing a service project to recognize World Interact or Rotaract Week or Youth service
month

Upon receipt, the governor may determine that the achievement is worthy of recognition by
certificate. At such time as a Rotarian or Rotaractor has achieved recognition in all five avenues
of service a governor may nominate that Rotarian or Rotaractor for recognition by RI. Upon
receipt, RI shall return to the governor or club president the Avenues of Service pin for presentation
to the Rotarian or Rotaractor. (April 2020 Mtg., Bd. Dec. 139)

Source: July 1997 Mtg., Bd. Dec. 52; Amended by June 1998 Mtg., Bd. Dec. 347; June 2001 Mtg., Bd. Dec. 389; June 2010 Mtg., Bd. Dec. 223;
January 2017 Mtg., Bd. Dec. 115; April 2018 Mtg., Bd. Dec. 162; April 2020 Mtg., Bd. Dec. 139

43.060. RI Award of Honor

The RI Award of Honor may be granted to deserving individuals including heads of state. Up to
five awards may be granted each Rotary year by the president. The president shall report to the
Board the name of the individual(s) to whom he or she plans to grant an award at least 14 days
prior to granting the award. If a director voices any objection within seven days of notification,
consideration of such award shall be delayed until the next Board meeting. (January 2017 Mtg.,
Bd. Dec. 115)

Source: November 1996 Mtg., Bd. Dec. 53. Amended by February 1999 Mtg., Bd. Dec. 189; June 2001 Mtg., Bd. Dec. 387; May 2003 Mtg., Bd.
Dec. 325; June 2005 Mtg., Bd. Dec. 300; January 2017 Mtg., Bd. Dec. 115. See also July 1990 Mtg., Bd. Dec. 4
Rotary Code of Policies 313
June 2020

43.070. Rotary Alumni Global Service Award

The purpose of Rotary Alumni Global Service Award is to honor an outstanding Rotary Alumnus
whose career and activities illustrate the impact of Rotary’s programs on their service to humanity.
For the award, Rotarians should consider individuals whose service activities and professional
achievements are of an extraordinary nature. The ideal candidate’s service and professional career
would go beyond the local community to touch the lives of people at the international level.

The Rotary Alumni Global Service Award is given to a single individual. All Rotary alumni are
eligible for the award. (January 2016 Mtg., Bd. Dec. 101)

Source: October 2014 Mtg., Bd. Dec. 65; Amended by January 2016 Mtg., Bd. Dec. 101

43.070.1. Selection Criteria

1. Candidates must have demonstrated the social benefits of Rotary’s programs through
extraordinary service activities and professional achievements.

2. Candidates must have achieved distinction in their profession or vocation.

3. Candidates must have performed sustainable service impacting the international

community. (October 2014 Mtg., Bd. Dec. 65)

Source: October 2014 Mtg., Bd. Dec. 65

43.070.2. Eligibility Criteria

1. Candidates must accept the award in person at the Rotary International Convention,
with exception being granted in special circumstances.

2. An individual may receive an award only once.

3. Individuals may not be nominated for, or receive an award, posthumously.

4. Current and past RI Directors and Foundation Trustees shall be ineligible to receive the
award. (January 2016 Mtg., Bd. Dec. 124)

Source: October 2014 Mtg., Bd. Dec. 65; January 2016 Mtg., Bd. Dec. 124

43.070.3. Nomination of Candidates

1. Any member of the Rotary community, including Rotarians, alumni, and current
program participants can nominate a candidate.

2. Nominations must be made on the prescribed form with a clear description of the
candidate's achievements that would qualify him/her for this award; supplementary
documentation or material is highly desirable. Nominations must be received at RI
World Headquarters by 15 September.

3. The General Secretary shall be responsible for the nomination process and should notify
district governors of the deadline and procedures. (October 2019 Mtg., Bd. Dec. 44)

Source: October 2014 Mtg., Bd. Dec. 65; October 2018 Mtg., Bd. Dec. 34; Amended by October 2019 Mtg., Bd. Dec. 44
Rotary Code of Policies 314
June 2020

43.070.4. Selection Process

1. The general secretary will review all nominations to assure candidates meet the
eligibility criteria and forward the top ten candidates for each award to the Membership
Committee and The Rotary Foundation Awards Review Committee for consideration.

2. The Membership Committee and The Rotary Foundation Awards Review Committee
will review and recommend one winner and one alternate to the Board and Trustees at
their meetings in January for selection.

3. The recipient of the award will be notified about winning the award immediately after
the January meetings of directors and trustees. Upon written acceptance of the award
(including a commitment to receive the award in person at the Rotary International
Convention), the winner will be announced to the other nominators and regional
coordinators, and to the general public, as appropriate.

4. Presentation of the award will be made jointly by the trustee chair and RI president
during a plenary session at the Rotary International Convention. (January 2020 Mtg.,
Bd. Dec. 85)

Source: October 2014 Mtg., Bd. Dec. 65; Amended by January 2016 Mtg., Bd. Dec. 101; January 2017 Mtg., Bd. Dec. 87; October
2018 Mtg., Bd. Dec. 34; October 2019 Mtg., Bd. Dec. 44; October 2019 Mtg., Bd. Dec. 67; January 2020 Mtg., Bd. Dec. 85

43.070.5. Involvement of Rotary Alumni Global Service Award Recipients in Rotary

Activities
Rotary Institute conveners and regional coordinators are encouraged to invite Award
recipients to speak at the Rotary Institute as appropriate and if practicable.

Governors and Governors-elect of those districts where Award recipients reside are
encouraged to invite the recipients to the district conference as appropriate and if
practicable.

Presidents of Rotary clubs where Award recipients reside are encouraged to grant honorary
membership to Rotary Alumni Global Service Award recipients who are not Rotarians and
to invite them to club events whenever possible.

Past Award recipients may be invited to participate in RI Conventions whenever

appropriate and practical. (January 2016 Mtg., Bd. Dec. 101)

Source: October 2014 Mtg., Bd. Dec. 65; Amended by January 2016 Mtg., Bd. Dec. 101

43.080. Alumni Association of the Year Award

The purpose of the Rotary Alumni Association of the Year Award is to recognize an alumni
association that has increased awareness of the significant role alumni play in Rotary and
demonstrated a lasting impact on Rotary programs. Winning associations receive a plaque or
banner, recognition in Rotary media, and the opportunity to present their association’s work at a
significant Rotary event. (October 2014 Mtg., Bd. Dec. 65)

Source: October 2014 Mtg., Bd. Dec. 65

Rotary Code of Policies 315
June 2020

43.080.1. Award Eligibility

The alumni association must:

a) Be formally chartered by Rotary International

b) Be up-to-date in responding to all requests for information from RI, such as surveys
and current officers
c) Enhance the awareness of the value of alumni within Rotary
d) Involve a majority of association members
e) Complete a project or activity over the past twelve months that has impact on either a
local or international community
f) Have an online presence through social media, such as Facebook, LinkedIn, or other
site
g) Demonstrate collaboration between Rotarians and alumni
h) Support the Object of Rotary and Service Above Self (October 2014 Mtg., Bd. Dec.
65)
Source: October 2014 Mtg., Bd. Dec. 65

43.080.2. Nomination Procedure

1. Any member of the Rotary community, including Rotarians, alumni, and current
program participants can nominate a candidate.

2. Nominations must be made on the prescribed form with a clear description of the
candidate's achievements that would qualify the alumni association for this award;
supplementary documentation or material is highly desirable. Nominations must be
received at RI World Headquarters by 15 September.

3. The general secretary shall be responsible for the nomination process and should notify
district governors of the deadline and procedures. (October 2019 Mtg., Bd. Dec. 44)
Source: October 2014 Mtg., Bd. Dec. 65; Amended by January 2017 Mtg., Bd. Dec. 87; October 2018 Mtg., Bd. Dec. 34; October
2019 Mtg., Bd. Dec. 44

43.080.3. Selection Process

1. The general secretary will review all nominations to assure candidates meet the
eligibility criteria and forward the top ten candidates for each award to the Membership
Committee and The Rotary Foundation Awards Review Committee for consideration.

2. The Membership Committee and The Rotary Foundation Awards Review Committee
will recommend one winner and one alternate winner of the Rotary Alumni Association of
the Year Award to be presented to the Board and Trustees at their respective meetings in
January for selection.

3. The recipient of the award will be notified about winning the award immediately after
the January meetings of directors and trustees. Upon written acceptance of the award, the
winner will be announced to the other nominators and regional coordinators, and to the
general public, as appropriate. (January 2020 Mtg., Bd. Dec. 85)
Source: October 2018 Mtg., Bd. Dec. 34; Amended by October 2019 Mtg., Bd. Dec. 44; October 2019 Mtg., Bd. Dec. 67; January
2020 Mtg., Bd. Dec. 85
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43.090. Rotary Award for Excellence in Service to Humanity

The purpose of this award is to recognize up to 150 non-Rotarians who have demonstrated
exemplary humanitarian service.

Eligible nominators
District governors may nominate one eligible candidate from their district for this award each year.
RI’s current special representatives to non-districted Rotary clubs may also each submit one
nomination per year.

Eligible nominees
Only non-Rotarians, including the partner of an active Rotarian in good standing, may be
nominated for this award. An individual may only receive the award once.

Nomination criteria
Candidates shall be considered based solely on the humanitarian service they have rendered
through Rotary, with an emphasis on personal volunteer efforts and active involvement in helping
others. Personal financial contributions to Rotary, its Foundation, or any individual project are not
relevant considerations for this award.

Selection of recipients
The president shall select up to five current Board members to review the nominations. Upon
selection, RI shall return to the nominator or nominator’s designee the Award for Excellence in
Service to Humanity plaque for presentation to the nominee. (January 2017 Mtg., Bd. Dec. 115)

Source: January 2015 Mtg., Bd. Dec. 140; Amended by January 2017 Mtg., Bd. Dec. 115

43.100. Award Replacement Policy

As a general guideline, replacement items will be issued from Rotary International in the following
manner, irrespective of the nature of the loss:

a) Award certificates will be issued electronically to the requestor subject to confirmation that the
individual was previously awarded.
b) Tangible items such as plaques, pins, crystals, etc., will be replaced subject to production and/or
manufacturer’s cost, the expense of which will be the financial responsibility of the requestor.
c) RI staff will ensure the integrity of the award replacement by confirming for the
producer/manufacturer the validity of the request and facilitate the ordering of these items.
(January 2017 Mtg., Bd. Dec. 87)

Source: January 2017 Mtg., Bd. Dec. 87

43.110. New Award or Recognition Proposals

As a general guideline, the Board shall not adopt a new award or recognition program, unless:
a) the program is substantively different than any or all components of an existing award or
recognition program
b) the new program aligns with Rotary’s strategic plan
c) an existing program of similar cost has been eliminated or reduced
Rotary Code of Policies 317
June 2020

d) one or more RI committees has evaluated and developed program components

e) the board has identified tangible expected results along with a period of time (e.g. 2-3 years) to
review actual performance
f) there is sufficient time for planning and preparation before the new program’s implementation
g) there is sufficient staff and financial support for the start-up and on-going administration of the
program (January 2017 Mtg., Bd. Dec. 87)

Source: January 2017 Mtg., Bd. Dec. 87


Rotary Code of Policies 318
June 2020

Article 44. Rotary Clubs, Rotary Districts, and Other Rotary Entities and Other
Organizations

44.010. Development of Service Projects

44.020. Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities for Interacting
with Other Organizations
44.030. Annual Financial Statement from Rotary Programs/Entities using Rotary Name or
Requesting Support or Participation
44.040. Guidelines for Clubs to Conduct Projects in Non-Rotary Countries

44.010. Development of Service Projects

Rotary clubs, districts, and other Rotary Entities should consider the following when developing
service projects:

a) Community needs assessments

b) The five Avenues of Service
c) The six areas of focus
d) The RI Strategic Plan
e) The mission of The Rotary Foundation. (January 2017 Mtg., Bd. Dec. 96)

Source: November 2008 Mtg., Bd. Dec. 58; Amended by June 2010 Mtg., Bd. Dec. 223; Amended by January 2017 Mtg., Bd. Dec. 87; January 2017
Mtg., Bd. Dec. 96

44.010.1. Rotary Club, District and Other Rotary Entity Autonomy of Service Projects
Clubs, districts and other Rotary Entities should develop their own programs according to
community needs. It is not within the scope of the program of RI to sponsor or prescribe
for any club, district or other Rotary Entity a particular service project or program.
(January 2017 Mtg., Bd. Dec. 96)

Source: May-June 1927 Mtg., Bd. Dec. XIV(b)(3); November 2004 Mtg., Bd. Dec. 59; January 2017 Mtg., Bd. Dec. 96

Cross Reference

8.010. Club Autonomy of Activities

44.010.2. Service Projects Conducted by Rotary Clubs Rotary Districts and Other Rotary
Entities
Rotary clubs, Rotary districts and other Rotary Entities are encouraged to support and
cooperate with other organizations for the purposes of carrying out and enhancing their
own service activities. (January 2017 Mtg., Bd. Dec. 96)

Source: February 2002 Mtg., Bd. Dec. 213; Amended by January 2017 Mtg., Bd. Dec. 96
Rotary Code of Policies 319
June 2020

44.020. Guidelines for Rotary Clubs, Rotary Districts and Other Rotary Entities for
Interacting with Other Organizations
1. These guidelines govern the actions of Rotary clubs, Rotary districts and other Rotary Entities
when interacting with other organizations.

2. Rotary does not endorse its partners, their products or services, policies or positions. Partnership
does not imply endorsement or approval of the partner’s products or services, policies or positions
by Rotary. A partnership does not imply any exclusive arrangement with Rotary. A partnership
does not imply any grant of control or influence to the partner over the content of any Rotary
activity, publication, position or policy, nor does it imply that Rotary will exert any influence to
advance the partner’s interests outside the particulars of the arrangements made for the joint
initiative, event, or activity. Promotional materials and communications cannot include any
wording or design that suggests endorsement or approval of a product or service, policy or position
by Rotary.

3. Clubs, districts and other Rotary Entities may support and cooperate with other organizations
in projects and activities provided that:

a) such initiatives are consistent with Rotary ideals and purposes

b) the cooperative activity is approved by the club, district or other Rotary Entity membership
concerned
c) the cooperation involves direct participation and responsibility by a committee appointed by a
club president, district governor or chair of a Rotary Entity designated for the duration of the
activity, with provision for annual review
d) club, district or other Rotary Entity autonomy as an independent organization is preserved
e) the club, district or other Rotary Entity does not become a member of the cooperating
organization
f) appropriate recognition for club, district or other Rotary Entity is obtained, to the extent that it
is warranted by the nature of the cooperation, in the interest of keeping the public informed about
Rotary and its service activities
g) the club, district or other Rotary Entity and the cooperating organization share in the
responsibility of communicating to the public the nature of the joint project or activity
h) the club, district or other Rotary Entity does not accept an ongoing
1. obligation to participate in the joint project, or
2. financial obligation to the organization, but provides opportunities for Rotary clubs, Rotary
districts or other Rotary Entities to review and decide upon continuing participation or financial
support of such projects or activities at board meetings, district conferences, annual meetings
or by other appropriate means
i) such activity or cooperative agreement entered into by a club, district or other Rotary Entity
does not in any way bind or commit Rotary International or The Rotary Foundation to said activity
or agreement.

4. Except as may otherwise be set forth in Article 36, Partnerships, these Guidelines govern the
use of the Rotary Marks, including the Rotary International emblem (the “Rotary Marks” are
defined in paragraph 6, below) by any Rotary club(s), Rotary district(s) or any other Rotary Entity
when used in combination with the name or logo of another organization.
Rotary Code of Policies 320
June 2020

5. "Rotary Entities" includes Rotary International, The Rotary Foundation, a Rotary club or group
of clubs, a Rotary district or group of districts (including a multidistrict activity), a Rotary
Fellowship, Rotary Action Group, and administrative territorial units of Rotary International.
Entities not included in this definition are not permitted to enter into sponsorship or cooperative
relationships which use the Rotary Marks without seeking prior Board approval. Individual RI
Programs are not considered Rotary Entities.

6. The information in these Guidelines should be referenced in any agreement between any Rotary
club(s), Rotary district(s) or any other Rotary Entity and another organization, including, but not
limited to, a sponsor or other cooperating organization, especially the information contained in
paragraphs 6, 8, 10, 11, 12, 13, 14, 15, 16, 17 and 18, below.

7. RI is the owner of numerous trademarks and service marks throughout the world, including,
but not limited to, "Rotary," the Rotary emblem, "Rotary International," "RI," "Rotary Club," "The
Rotary Foundation," the Rotary Foundation logo, "Rotarian," "The Rotarian," "Rotaract,"
"Rotaract Club," the Rotaract emblem, "Interact," "Interact Club," the Interact emblem,
"Interactive," "Paul Harris Fellow," the image of Paul Harris, "PolioPlus," the PolioPlus logo,
“Service Above Self,” “One Profits Most Who Serves Best,” and the Rotary Centers for Peace and
Conflict Resolution logo (the "Rotary Marks"). RI extends the right to use these Marks to Rotary
clubs, Rotary districts and other Rotary Entities under certain limited guidelines for specific
authorized uses as further set forth throughout this Code of Policies (see Article 33, Rotary Marks,
generally).

8. When interacting with other organizations, such as for sponsorship and other cooperative
relationship purposes, RI permits Rotary clubs, Rotary districts and other Rotary Entities to use
the Rotary Marks in the following manner(s) and subject to the following provisions.

9. Nothing in the limited use granted herein will constitute an assignment or license of any of the
Rotary Marks to any other organization.

10. In situations where Rotary clubs, Rotary districts and other Rotary Entities are interacting with
other organizations, RI will only allow the use of the Rotary Marks in combination with the name
or logo of another organization for the limited and specific purpose of promotional materials for
the event or project of, or cooperative relationship with, the Rotary club(s), Rotary district(s) or
other Rotary Entity, as further set out in paragraph 10, below.

11. When one of the Rotary Marks is used in combination with the name or logo of another
organization, further identifying language of the name of the Rotary club(s), Rotary district(s) or
other Rotary Entity must also be used in close proximity to and in equal prominence with the
Rotary Marks. (See Sections 33.030.6.; 33.040.12.; 33.040.6.)

12. Whenever any of the Rotary Marks are used in combination with the logo of another
organization for sponsorship or cooperative relationship purposes, including any advertisement or
promotional materials directly related to a sponsored Rotary event or project (including, but not
limited to, banners or signs) the logo of the other organization must be of equal or lesser unit size
to that of the Rotary emblem (or other Rotary Marks, at the sole discretion of the Rotary club(s),
Rotary district(s), other Rotary Entity or RI), unless the Rotary emblem or other Rotary Mark is
part of a repetitive background screen. RI allows for overwriting of the Rotary emblem (or other
Rotary Code of Policies 321
June 2020

Rotary Marks) (watermarked, printed, screened or embossed), provided the Rotary emblem or
other Rotary Mark is not otherwise partially covered and/or obstructed. RI agrees that in cases
where a sponsor might wish to highlight its role in sponsoring a Rotary event or project in
conjunction with its regular advertising, the Rotary emblem may be smaller than the sponsor’s
logo.

13. The Rotary Marks may not be altered, modified or obstructed in any way but must be
reproduced in their entirety. No abbreviations, prefixes or suffixes such as “Rota” are permitted.
The simplified wheel is to be used only together with “Rotary” as part of the simplified signature
lock-up or with “Interact” or “Rotaract” as part of the simplified signatures for the Programs logos.
RI allows for overwriting of the Rotary emblem or other Rotary Mark (watermarked, printed,
screened or embossed), provided the Rotary emblem or other Rotary Mark is not otherwise
partially covered and/or obstructed.

There should be no overlap between another organization’s logo and the Rotary emblem or other
Rotary Mark; the two images should be clearly spaced so as to be two separate and distinct images.

For correct color reproductions of the Rotary emblem, current guidelines are found in the Brand
Center at https://brandcenter.rotary.org and in “Voice and Visual Identity Guidelines,” which give
further specifications for reproducing the Rotary emblem and guidelines for maintaining a
standardized, coordinated identity for all Rotary materials (547A). Rotarians are reminded that
Rotary is both a local and a global organization and even local uses may enjoy global recognition
through the use of the Internet. Different cultures have different standards and different
sensitivities. Any use of the Rotary Marks under these guidelines should attempt to be culturally
sensitive and in concert with the Object of Rotary. RI reserves the right to review and approve
any uses of the Rotary Marks. The Rotary Marks may not be depicted in combination with images
of guns, weapons, or other armaments.

14. The Rotary Marks may only be reproduced by a vendor authorized to do so. Whenever,
possible, therefore, reproductions of the Rotary Marks should be done by an officially licensed
vendor. If the desired goods are not reasonably available from a RI licensee, a release must be
obtained from the RI Licensing Section.

15. Each use of any of the Rotary Marks in combination with the name or logo of another
organization should be subject to a pre-publication review and approval process on the part of the
Rotary club(s), Rotary district(s) or other Rotary Entity or by RI. RI, the Rotary club(s), Rotary
district(s) or other Rotary Entity should retain the sole right to specific denial or authorization or,
in the case of alteration (of copy or layout), to be mutually agreed upon by the parties.

16. The Rotary club(s), Rotary district(s) or other Rotary Entity should retain control over where
promotional materials are published in any medium, including where banners or signs are allowed
to be displayed when any of the Rotary Marks are used in combination with the name or logo of
another organization.

17. The Rotary club(s), Rotary district(s) or other Rotary Entity should reserve the right to approve
publications or other media in which any other organization wishes to advertise or otherwise
promote a relationship using the Rotary Marks.
Rotary Code of Policies 322
June 2020

18. Membership lists, except by Board authorization, must stay within the control of RI, the
district(s), the club(s), and/or other Rotary Entity(ies) involved. However, any determination to
allow access to membership lists must respect the individual rights of Rotarians, including relevant
legal restrictions.

19. Any use of the Rotary Marks in combination with the name or logo of another organization
should

A. Be consistent with Rotary’s values and local cultural norms

B. Be in accord with the Object of Rotary, and
C. Enhance Rotary’s public image and reputation. (October 2019 Mtg., Bd. Dec. 29)

Source: October 1988 Mtg., Bd. Dec. 114; October 1998 Mtg., Bd. Dec. 86; Amended by August 2000 Mtg., Bd. Dec. 64; November 2000 Mtg.,
Bd. Dec. 133; February 2001 Mtg., Bd. Dec. 224; June 2001 Mtg., Bd. Dec. 385; November 2001 Mtg., Bd. Dec. 71; February 2002 Mtg., Bd.
Dec. 213; February 2003 Mtg., Bd. Dec. 194; February 2004 Mtg., Bd. Dec. 159; November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd.
Dec. 32; November 2007 Mtg., Bd. Dec. 70; January 2008 Mtg., Bd. Dec. 142; June 2010 Mtg., Bd. Dec. 182; January 2012 Mtg., Bd. Dec. 201;
June 2013 Mtg., Bd. Dec. 242; May 2015 Mtg., Bd. Dec. 166; May 2015 Mtg., Bd. Dec. 195; January 2017 Mtg., Bd. Dec. 86; January 2017 Mtg.,
Bd. Dec. 96; June 2017 Mtg., Bd. Dec. 172; September 2017 Mtg., Bd. Dec. 24; April 2018 Mtg., Bd. Dec. 159; April 2019 Mtg., Bd. Dec. 172;
October 2019 Mtg., Bd. Dec. 29

Cross References

34.030. Use of Emblem

34.030.15. RI and TRF Guidelines for Use of the Rotary Marks by Other Organizations
Article 36. Partnerships
37.010. Guidelines for Sponsorship of RI Meetings, Events, Projects and Programs

44.020.1. Club Lists and Membership Lists Not to Be Furnished to Other Organizations
Lists of clubs, their officers or committee members, or Rotarians shall not be furnished to
other organizations, except:
a) to meet legal requirements of government agencies or
b) by the assent of the Board or its Executive Committee; provided that the Board or its
Executive Committee may not furnish such lists in violation of any applicable laws.
(February 2001 Mtg., Bd. Dec. 219)

Source: January 1941 Mtg., Bd. Dec. 103, January 1955 Mtg., Bd. Dec. 87; October 1988 Mtg. Bd. Dec. 114; Amended by February
2001 Mtg., Bd. Dec. 219

44.030. Annual Financial Statement from Rotary Programs/Entities using Rotary Name or
Requesting Support or Participation
Any unofficial Rotary program, group, or entity using the word “Rotary” in its name or requesting
support or participation from Rotarians, Rotary clubs, and/or Rotary districts is requested to submit
an annual financial statement showing revenues and expenditures during the past Rotary year, and
a statement of funds on hand at the time of the report, to its members and participants, and to the
general secretary upon request, by 1 October in each year. In lieu of submitting reports to members
and participants, this annual statement may be posted on any website existing for the organization
and shall remain on the website until the report for the following year is posted. (January 2008
Mtg., Bd. Dec. 142)

Source: November 2007 Mtg., Bd. Dec. 109

Rotary Code of Policies 323
June 2020

44.040. Guidelines for Clubs to Conduct Projects in Non-Rotary Countries

RI has adopted the following guidelines to assist clubs and districts in carrying out international
service projects in countries with no Rotary presence:

a) Under no circumstances should the club or any of the members undertake any formal or
informal extension activities in the project country. Extension is the responsibility of the Board.

b) The purpose, scope, time frame, beneficiaries, and role of the club should be clearly explained
to the leaders of the community in which the project is undertaken, as well as to government
authorities in the area.

c) A complete outline of the project prospectus, including purposes, objectives, in-country

contacts, extent and kind of involvement of other organizations and government agencies,
timetable for completion, and whether Foundation grant funding is being sought should be
provided to the governor with a copy to the general secretary before the project is implemented.

d) A project status report should be provided to the governor with a copy to the general secretary
on a semiannual basis.

e) The club should ensure that the project does not violate the laws of the country of the club, or
the project country, and has received approval from the appropriate government authority of the
project country to undertake the project.

f) If working in cooperation with another organization(s) the club should determine that such
organization(s) is registered and acts within the laws of the project country. (June 1998 Mtg., Bd.
Dec. 348)

Source: November 1996 Mtg., Bd. Dec. 94


Rotary Code of Policies 324
June 2020

CHAPTER VI

COMMUNICATIONS

Articles
48. Official Language and Translation
49. Membership Communications
50. Public Relations and Information
51. Publications
52. Audio/Visual/Electronic Communications
53. Other Communications

Article 48. Official Language and Translation

48.010. RI Official Language

48.020. Translation of Rotary Literature

48.010. RI Official Language

English is the only official language of RI. (June 2010 Mtg., Bd. Dec. 182)

Source: May 1954 Mtg., Bd. Dec. 206; January 1973 Mtg., Bd. Dec. 109; Amended by June 2010 Mtg., Bd. Dec. 182. Affirmed by June 1998
Mtg., Bd. Dec. 387; November 1999 Mtg., Bd. Dec. 224

48.010.1. Standard Common Second Language

The Board has elected not to adopt an advocacy position in the promotion of a standard
common second language. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1960 Mtg. Bd. Dec. E-16; November 1996 Mtg., Bd. Dec. 148

48.020. Translation of Rotary Literature

The policy of RI concerning publication of Rotary literature in languages other than English, the
official language of RI, is:

1) RI will provide translated versions of essential club and district information in Japanese,
Portuguese, Spanish, French, German, Korean, Italian, Swedish and Hindi.

2) RI will provide translated versions of essential club and district information in Mandarin
Chinese with the understanding that the level of support will be determined by need and
available Rotary resources, as determined by the general secretary.

3) All RI publications shall be revised in English and other languages on a staggered, triennial
basis, with those publications affected most by the Council on Legislation to be revised after
the Council. The general secretary will be authorized to make exceptions to this policy, as
necessary. Recent changes in Board policy will be shared with club and district leaders via the
RI website and Rotary Leader.
Rotary Code of Policies 325
June 2020

4) A district or group of districts in which the Rotarians speak a language(s) other than those listed
above may, on a voluntary basis, translate, print and distribute essential club information to
the clubs in their district(s). Publications translated by volunteers shall not be considered
official RI translations.

The Board has approved a plan for a project for translation of publications by volunteers and
recommends that language groups other than those listed above participate in the ongoing
Translation Project under which RI reimburses for the printing and distribution of publications
translated by volunteers. (October 2014 Mtg., Bd. Dec. 93)

Source: November 1999 Mtg., Bd. Dec. 224; February 2000 Mtg., Bd. Dec. 346; Amended by November 2007 Mtg., Bd. Dec. 117; June 2010
Mtg., Bd. Dec. 182; October 2014 Mtg., Bd. Dec. 93. See also April 2000 Trustees Mtg., Dec. 135

48.020.1. Role of General Secretary in Translations of Rotary Literature

The translation and printing of Rotary literature shall be under the direct supervision of the
general secretary, who is authorized to approve translations on behalf of the Board and, to
modify the text of translations of Rotary literature, where it appears necessary or advisable
to make publications generally more useful to clubs. The distribution of Rotary literature
to clubs shall be made by the Secretariat. (June 2002 Mtg., Bd. Dec. 245)

Source: April 1930 Mtg., Bd. Dec. IV(p); January 1958 Mtg., Bd. Dec. 142; November 1997 Mtg., Bd. Dec. 108

48.020.2. Use of Rotarian Volunteers in Translating

The general secretary shall develop a database of Rotarians who are able to interpret and
translate into many languages. In selecting Rotarians to interpret/translate, the general
secretary shall ensure that they first provide a sample of their work. (June 1998 Mtg., Bd.
Dec. 348)

Source: November 1997 Mtg., Bd. Dec. 185

48.020.3. Translation of Regional Magazines

Regional magazines shall take financial responsibility for translation of materials into their
language from the English text provided by The Rotarian magazine at no cost to RI. (June
1998 Mtg., Bd. Dec. 348)

Source: October-November 1986 Mtg., Bd. Dec. 188

48.020.4. Translation of Constitutional Documents of Rotary International

A note shall be included in all editions of the Manual of Procedure in languages other than
English preceding the section that includes the constitutional documents, to indicate: a)
that in the event of any question arising regarding the meaning or interpretation of any
provision of the constitutional documents, the English-language text of these documents is
the official text; b) that each governor has a copy of the English-language edition of the

Manual of Procedure, including the constitutional documents; and c) that a copy of the
constitutional documents in English may be obtained by ordering an English-language
edition of the Manual of Procedure or downloading an electronic copy from the Rotary
website. (September 2016 Mtg., Bd. Dec. 28)

Source: January 1976 Mtg., Bd. Dec. 80; Amended by September 2016 Mtg., Bd. Dec. 28
Rotary Code of Policies 326
June 2020

48.020.5. Translation of Name “Rotary Club of”

A club may use the language of the country in which it is located to designate the name of
the club so long as the name in translation reflects accurately the designation as given in
English. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1955 Mtg., Bd. Dec. E-6

Cross References

32.080.4. General Secretary Authority regarding Translations of Rotary Literature

58.050.2. Simultaneous Interpretation/Language Support During Plenary Sessions


Rotary Code of Policies 327
June 2020

Article 49. Membership Communications

49.010. Official Notices

49.020. Board Minutes
49.030. Manual of Procedure
49.040. Constitutional Documents
49.050. Codification of Policies

49.010. Official Notices

Official notices shall be transmitted to clubs and districts via the RI website, whenever feasible.
Such notification will satisfy the requirements of the RI Bylaws. (October 2015 Mtg., Bd. Dec.
37)

Source: November 1994 Mtg., Bd. Dec. 116; Amended by June 2010 Mtg., Bd. Dec. 182; October 2015 Mtg., Bd. Dec. 37

49.020. Board Minutes

The minutes of Board meetings shall be posted on the RI website. (May 2011 Mtg., Bd. Dec. 252)

Source: May 2011 Mtg., Bd. Dec. 252

49.020.1. Confidentiality of Board Minutes and Reports

Any and all reports to a Board meeting or to a RI committee meeting, as well as discussions
during those meetings and notes taken during those meetings, contain proprietary and
confidential information. (May 2011 Mtg., Bd. Dec. 252)

Source: November 1997 Mtg., Bd. Dec. 104

Cross References

11.010.1. Approval for Clubs to Solicit Cooperation, Financial Aid, or Participation

11.010.6. Use of Official Directories for Commercial Purposes or Circularization

49.030. Manual of Procedure

The English edition of the Manual of Procedure shall be revised and published within six months
of the adjournment of the Council on Legislation. The editions in other languages shall be revised
and published as soon thereafter as possible. (September 2016 Mtg., Bd. Dec. 28)

Source: October-November 1977 Mtg., Bd. Dec. 177. Amended by February 1999 Mtg., Bd. Dec. 208; November 1999 Mtg., Bd. Dec.
201; September 2016 Mtg., Bd. Dec. 28

49.040. Constitutional Documents

The revised English edition of the constitutional documents should be mailed to all districts within
two months of adjournment of the Council. Adopted enactments should be reproduced exactly as
adopted by the Council and only modified as necessary to give full effect to all adopted enactments.
(November 2007 Mtg., Bd. Dec. 32)

Source: February 1999 Mtg., Bd. Dec. 208; June 2007 Mtg., Bd. Dec. 255
Rotary Code of Policies 328
June 2020

49.050. Codification of Policies

The Rotary Code of Policies is a reference manual, in subject order, of all policy decisions still in
force that were made by Conventions, Councils on Legislation, the Board, the Trustees and to a
limited extent, the general secretary. All general and permanent policies of the Board shall be
incorporated into the Code.

The Code will be maintained and kept up to date by the general secretary. The general secretary,
at the conclusion of each Board meeting, shall review the decisions passed at that meeting and
prepare a report listing those decisions taken by the Board that should be added to the Code. This
report shall be submitted to the Executive Committee of the Board at its next meeting. The general
secretary shall update the Rotary Code of Policies after each Board meeting for distribution in
loose-leaf form to the Board and appropriate RI staff, and publication on the RI website. The
general secretary shall produce and make available a separate document showing amendments
made to the revised version of the Rotary Code.

Any section or subsection of the Code that is based on a Board decision that is 30 years old, and
that has not been subsequently amended, shall be reviewed by the Board at its last meeting of each
year to see whether it should be retained in the Code.

The general secretary shall have the authority to revise the numbering, arrangement, headings, and
cross-references contained in the Rotary Code of Policies as may be required from time to time.

The Rotary Code of Policies shall be issued only in English at this time.

The general and permanent policies of The Rotary Foundation shall be placed in a separate volume
of the Rotary Code of Policies known as "The Rotary Foundation Code of Policies." (April 2018
Mtg., Bd. Dec. 135)

Source: March 1993 Mtg., Bd. Dec. 150; June 1998 Mtg., Bd. Dec. 348; October 1998 Mtg., Bd. Dec. 83; February 1999 Mtg., Bd. Dec. 196;
February 1999 Mtg., Bd. Dec. 197; June 1999 Mtg., Bd. Dec. 297; February 2000 Mtg., Bd. Dec. 299; May 2003 Mtg., Bd. Dec. 325; Amended
by May 2011 Mtg., Bd. Dec. 252; January 2012 Mtg., Bd. Dec. 158; May 2012 Mtg., Bd. Dec. 245; January 2017 Mtg., Bd. Dec. 86; January 2018
Mtg., Bd. Dec. 97; April 2018 Mtg., Bd. Dec. 135


Rotary Code of Policies 329
June 2020

Article 50. Public Relations and Information

50.010. Purpose of RI Public Relations

50.020. Public Relations Guidelines for Pro Bono Relationships with Corporate Entities

50.010. Purpose of RI Public Relations

The purpose of Rotary’s public relations program is to foster understanding, appreciation, and
support for the programs and Object of Rotary. The program should promote awareness among
all Rotarians that good publicity, favorable public relations and a positive image are desirable and
essential goals for Rotary if it is to achieve that purpose and broaden Rotary’s service to humanity.
(June 1998 Mtg., Bd. Dec. 348)

Source: May-June 1958 Mtg., Bd. Dec. 202; October-November 1983 Mtg., Bd. Dec. 124

50.020. Public Relations Guidelines for Pro Bono Relationships with Corporate Entities
The Board has set forth the following public relations guidelines to effectively manage a pro bono
relationship with a corporate entity to safeguard the integrity and reputation of RI/TRF, while
allowing public relations opportunities for all parties to the agreement.

Definition of Pro Bono Public Relations Relationship

Pro bono relationships do not involve compensation. Predetermined “out-of-pocket” costs are
agreed to in advance of securing pro bono assistance. A pro bono public relations relationship
involves a private communications agency supplying promotional work without compensation. In
turn, RI/TRF agrees to publicize the pro bono relationship as appropriate in RI/TRF’s sole
discretion.

Establishment of Relationship
When an appropriate corporate entity that may provide pro bono public relations services to RI
has been identified, such entity shall be referred to the general secretary for immediate review to
ensure that RI/TRF’s credibility remain intact, and that current Rotary publicity initiatives will be
enhanced. The review will include, but not be limited to, the following elements:

1) Shared mission/interest: A review of the corporation’s policies and positions on issues relevant
to RI/TRF will be assessed to ensure that no conflict of interest exists with the Object of Rotary.

2) Background search: An extensive news search of the corporation and back review of annual
reports will be researched to study current and past media placements.

Upon completion of the satisfactory review, the general secretary will negotiate a pro bono
agreement with the corporate entity. Terms of the agreement will include, but not be limited to,
the following:

1) Message development: Standing key messages exist within RI/TRF. Altering or adapting these
messages must gain approval by the general secretary to deter the release of misinformation to
the general public and RI membership.
Rotary Code of Policies 330
June 2020

2) RI Spokespeople: The general secretary in consultation with the RI president and/or Trustee
chair, will designate appropriate RI/TRF spokespeople for all events and interviews, a RI/TRF
spokesperson must be incorporated into all media interviews, either live or by telephone. RI
will approve all media interviews related to the pro bono relationship.

3) Editorial Review: RI/TRF staff retains full editorial review of all material released by the
corporate entity. This activity will ensure the release of factual information to the media,
general public and membership audiences of the corporate entity and RI/TRF. These
Guidelines do not authorize corporate entity to reproduce any of the ROTARY Marks for any
purpose without the prior written, express consent of RI/TRF except as expressly set forth
herein.

4) Media placement: All press releases, media advisories and media placements must be reviewed
by RI to ensure accuracy and proper RI/TRF mention and copies of the media placements
provided to RI.

5) Placement in RI/TRF publications: Efforts will be made to ensure proper recognition of the pro
bono services donated by the corporate entity in Rotary publications including but not limited
to: The Rotarian, Rotary Leader, and the RI website.

6) Photo credit/video credit: All material provided by RI/TRF must be credited to Rotary
International and include appropriate copyright information, if owned by RI. Appropriate
copyright notice would be : " 2000 Rotary International.”

7) RI/TRF name and logo requirements: "ROTARY," "ROTARY INTERNATIONAL,"

"ROTARY INTERNATIONAL and Design" (the Rotary Emblem), "THE ROTARY
FOUNDATION," "THE ROTARY FOUNDATION OF ROTARY INTERNATIONAL and
Design" (the Rotary Foundation Logo), "TRF," among numerous other marks (collectively
referred to as the "ROTARY Marks"), are the intellectual property of RI and/or TRF. Usage of
the RI/TRF name and logos will adhere to guidelines concerning reproduction of the ROTARY
Marks or guidelines concerning use of the ROTARY Marks by other organizations as amended
from time to time and/or any other relevant policies, guidelines, and/or decisions governing use
of the ROTARY Marks, circularization, solicitation, and/or sponsorship, as promulgated by the
RI Board of Directors.

Once final, the agreement will be submitted for appropriate review consistent with the RI contract
review policy.

Maintenance
The general secretary, through Public Relations and Marketing, will provide continued monitoring
of the pro bono public relations services to ensure that all elements of the approved contract are
maintained to RI’s satisfaction. Adjustments to or additions to key messages and media placement
activities will need prior approval from the general secretary. The general secretary will update
the Board of Directors on a quarterly basis on the results of the agreement. RI/TRF retains the
right to terminate the agreement at any time. (October 2013 Mtg., Bd. Dec. 30)

Source: May 2000 Mtg., Bd. Dec. 441; Amended by November 2000 Mtg., Bd. Dec. 108; May 2003 Mtg., Bd. Dec. 325; June 2010 Mtg., Bd.
Dec. 182; May 2011 Mtg., Bd. Dec. 252; January 2012 Mtg., Bd. Dec. 158; October 2013 Mtg., Bd. Dec. 30
Rotary Code of Policies 331
June 2020

Cross References

57.090. RI Convention Public Relations


Rotary Code of Policies 332
June 2020

Article 51. Publications

51.010. Official Magazine

51.020. Rotary Regional Magazines
51.030. Guidelines for New Publications
51.040. Rotary Leader

51.010. Official Magazine

51.010.1. Board Authority to Publish a Magazine

The Board has authorized a publication containing articles and news matters of general
interest to clubs and individual Rotarians. (June 1998 Mtg., Bd. Dec. 348)

Source: Ballot By Mail No. 6, 1910-1911

51.010.2. Official Magazine To Be Named “The Rotarian”

The official magazine of RI shall be named The Rotarian. (June 1998 Mtg., Bd. Dec.
348)

Source: August 1912 Mtg.

51.010.3. Goals of the Official Magazine

The Rotarian utilizes its broad policy directive to delineate and work to achieve the
following goals:

1) To provide a channel of communication to disseminate and support the theme and

philosophy of the president and special programs approved by the Board.

2) To promote and report on the major meetings of RI and the various official Rotary
weeks and months.

3 ) To serve as an educational and program resource tool for clubs and district leaders.

4) To help build service by motivating and inspiring Rotarians through reportage of

outstanding examples of activity in the five Avenues of Service by clubs and Rotarians
around the world.

5) To help build international fellowship by providing Rotarians with regular and effective
contact with the wide world of Rotary which lies beyond their individual clubs and by
informing Rotarians of the accomplishments of their fellow Rotarians.

6) To provide a forum in which the views and concerns of Rotarians--both on Rotary and
non-Rotary topics of significance--can serve to challenge, develop, and strengthen their
beliefs in Rotary. In addition, to broaden the horizons of Rotarians and other readers by
focusing attention upon the problems of the cultural, ethical, and moral framework within
which Rotary works and serves, with the understanding that there will be no comments
published, no matter by whom submitted, which might reasonably be expected by the
Rotary Code of Policies 333
June 2020

editors to be offensive to the citizens of any nationality or be adverse to the best interests
of any country.

7) To help strengthen the fabric of society by treating family-life topics, including helpful
art-of-living resources, which are of interest to the official magazine's prime audience,
Rotarians and their families.

8) To provide comprehensive and effective leadership in maintaining a network of Rotary

communication around the world through cooperation with Rotary regional magazines,
district publications, and club bulletins.

9) To illuminate and enhance the image of RI by publishing a high-quality magazine which

informs and educates non-Rotarians about Rotary ideals and activities.

10) To generate reader interest by producing a magazine which is attractive, lively, topical,
and relevant to Rotarians and their lives--and, therefore, in a position to compete
successfully with the many demands upon readers' time. (June 2010 Mtg., Bd. Dec. 223)

Source: February 1977 Mtg., Bd. Dec. 272; May 1986 Mtg., Bd. Dec. 288; Amended by June 2010 Mtg., Bd. Dec. 223

51.010.4. Content of the The Rotarian Magazine devoted to The Rotary Foundation
The general secretary shall ensure that in each edition of the magazine, a minimum of four
pages shall be devoted to The Rotary Foundation, exclusive of the November (Foundation
Month) issue. (November 2002 Mtg., Bd. Dec. 55)

Source: July 2002 Mtg., Bd. Dec. 12

51.010.5. Official Magazine Advertising Policy

The Board has adopted the following:

ADVERTISING POLICY OF THE OFFICIAL MAGAZINE

I) General Policy
a. The magazine shall actively solicit high-grade advertising from reputable advertisers of
worthy goods and services.

b. Cautious judgment be exercised in the acceptance of advertising, to the end that there
will be in the magazine no advertising which is offensive to good morals or decency,
or that promises something different form what the advertiser will deliver.

c. The Board, the general secretary acting on its behalf, is responsible for administering
this policy and making the final decision on questions of advertising acceptance.

d. It is recognized that Rotarians are of necessity in competition with each other in their
business and professional interests and that such competition should not be the basis
for rejection of legitimate advertising.

e. RI does not endorse any advertiser and does not assume financial responsibility or
obligation in connection with advertised goods and services.
Rotary Code of Policies 334
June 2020

II) Standard for Acceptance

a. The value of goods or services offered must be reasonably stated and product, service,
copy, and illustration must be acceptable by the standards of aesthetics and good taste
one would expect in a prestige magazine.

b. The decision on the acceptability of advertising for any commodity or service can be
influenced by the opinions of recognized trade or professional groups and credit
agencies.

III) Free Advertising

a) Free advertising space shall be available only to RI.

IV) Use of Rotary Emblem, Personal Rotary Affiliation, Rotary Club Supplies
a. The general regulations of RI concerning use of the Rotary emblem also apply to
advertising.

b. Mention of an advertiser's personal Rotary affiliation shall not be permitted in such

advertising.

c. When the advertisement of a dealer in club supplies is received, it must be determined

that the products being distributed are made by franchised manufacturers. In the case
of a manufacturer's advertisement, it must be determined that such person is
manufacturing under a license granted by RI.

d. The Board shall develop and periodically review categories of acceptable and
unacceptable advertising to guide the general secretary in administering this policy.

e. Vendors who seek to customize merchandise that is in competition with merchandise

provided by official licensees must apply for a license from RI when seeking to sell
such merchandise through advertising in The Rotarian magazine and the licensed
regional magazines. Alternatively, vendors seeking to advertise in The Rotarian
magazine and the licensed regional magazines to sell goods which may be customized
and which may compete with officially licensed products shall be required to use the
following disclaimer in any of their advertising, “Not licensed to reproduce the Rotary
Marks,” or other such disclaimer as the general secretary finds appropriate. The general
secretary reserves the right to determine which advertisements shall require a
disclaimer.

Customized, competing goods are any goods that directly compete with goods offered
by Rotary International’s officially licensed vendors (“Licensed Products”). A
complete list of Licensed Products is available on RI’s website, www.rotary.org.

The general secretary reserves the right to determine which goods compete with
Licensed Products.

V) Unacceptable Advertising

a) Each case is to be decided on its merits. The following types of advertising are not
acceptable:
Rotary Code of Policies 335
June 2020

1) Fraudulent or misleading advertising; false, unwarranted or exaggerated claims;

vulgar, suggestive or offensive copy; and "bait" advertising where the reader is
denied a fair opportunity to purchase the products or services advertised on the
terms indicated

2) Advertising which attacks competitors unfairly or disparages their products,

services or methods

3) Supports the use of addictive or harmful products and activities including but not
limited to tobacco, weapons or other armaments, or medical advertising of products
containing habit forming or dangerous drugs; contraceptive devices; medical
advertising which, in the opinion of the publisher, would be offensive to readers
and adjacent advertisers

4) Advertising by clubs which solicits donations from other clubs or Rotarians, or is

otherwise contrary to RI’s solicitation and/or circularization policies

5) Advertising for raffles or lotteries that may be contrary to law

6) Advertising that targets Rotarians or Rotary Entities for donations, while not
prohibiting open calls for donations

7) Conflicts with Rotary’s ethical and humanitarian values or is otherwise not in accord
with the Object of Rotary

8) Undermines internationally recognized standards for human rights

9) Unfairly discriminates based on race, ethnicity, gender, language, religion, political

or other opinion, national or social origin, property, or birth or other status

10) Promotes a particular political or religious viewpoint

11) Advertising by clubs or Rotarians offering to act as intermediaries for other

Rotarians in making business contacts

12) Advertising which too closely resembles the magazine's editorial content. (Any
advertisement which, in the opinion of the publisher, may be mistaken for editorial
content will be labeled "advertisement.")

13) Weaken the autonomy, independence, reputation, or financial integrity of Rotary

International or The Rotary Foundation

14) Advertising from organizations that seek donations from Rotarians for their own
humanitarian and educational programs. (January 2019 Mtg., Bd. Dec. 80)

Source: October-November 1980 Mtg., Bd. Dec. 203; November 1994 Mtg., Bd. Dec. 65; October 2003 Mtg., Bd. Dec. 49; June 2004
Mtg., Bd. Dec. 236; Amended by May 2003 Mtg., Bd. Dec. 325; January 2008 Mtg., Bd. Dec. 203; October 2018 Mtg., Bd. Dec. 68
Rotary Code of Policies 336
June 2020

51.010.6. Advertising Content of The Rotarian

The advertising content of The Rotarian should not exceed 35% of pages on an annual
basis. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1979 Mtg., Bd. Dec. 238

51.010.7. RI Cause-Related Marketing Policy for Advertising in the Official Magazine

The Board has approved the following cause-related marketing policy regarding
advertising in the Official Magazine:

If an advertiser wishes to conduct a charitable sales promotion which states that proceeds
from the purchase of any product, service, program or activity will be contributed to The
Rotary Foundation (a “commercial co-venture”), the advertiser must adhere to the
following:

A. Enter into a written contract with Rotary International or The Rotary Foundation
itemizing the terms of the sales promotion, including the dates of the campaign, the
amount to be donated per transaction, and any guaranteed minimum or maximum
contribution amount.

B. Comply with all state requirements related to charity commercial co-venture

regulations including, but not limited to, filing of a written contract, accounting or
reporting, advertising disclosures, and bonding.

C. Comply with Standard 19 and all other related standards of the Better Business Bureau
(BBB) Standards for Charity Accountability when creating advertising, packaging and
promotional materials for the contracted charitable sales promotion.

Advertising that includes recognition of a charitable sales promotion benefiting Rotary

clubs, districts or other Rotary-affiliated entities must be able to show proof of compliance
with all state requirements and comply with Standard 19 and all other related standards of
the Better Business Bureau (BBB) standards for Charity Accountability.

Advertisers that want to fundraise for TRF in other manners must comply with the policies
and procedures outlined in the Gift Acceptance Policy of Rotary International. (September
2017 Mtg., Bd. Dec. 34)

Source: November 1996 Mtg., Bd. Dec. 73; Amended by September 2017 Mtg., Bd. Dec. 34

51.010.8. Subscription Price for The Rotarian

The annual subscription price for The Rotarian shall be US$12. The subscription fee for
international subscribers shall be US$24 annually. The mandatory magazine subscription
rate for Canadian Rotarians is US$16 annually. (January 2009 Mtg., Bd. Dec. 132)

Source: February 2001 Mtg., Bd. Dec. 274; January 2008 Mtg., Bd. Dec. 200; November 2008 Mtg., Bd. Dec. 109; January 2009
Mtg., Bd. Dec. 132
Rotary Code of Policies 337
June 2020

51.010.9. Gratis Subscription to the Official Magazine for Surviving Partner of a Past RI
General Officer
The general secretary shall ensure that the surviving partner of a past general officer shall
continue to receive The Rotarian magazine for their lifetime, or until such time as he or
she requests that the subscription be cancelled. (November 2000 Mtg., Bd. Dec. 111)

Source: August 2000 Mtg., Bd. Dec. 45

51.010.10. Gratis Subscription to the Official Magazine for Governors-elect

Each governor-elect in the districts outside North America shall receive a gratis
subscription to the official magazine commencing six months prior to his or her assuming
office as governor whether or not they are a current subscriber to the official magazine.
(May 2003 Mtg., Bd. Dec. 325)

Source: January 1976 Mtg., Bd. Dec. E-14; Amended by May 2003 Mtg., Bd. Dec. 325

51.010.11. Canadian Supplement to The Rotarian

The general secretary shall manage, publish, and circulate an eight-page quarterly
supplement for Canadian subscribers to The Rotarian called “Rotary Canada” to focus on
activities of Canadian Rotarians.

The director from Canada or the most recent director from Canada in Zone 24 is requested
to annually appoint a five person Canadian editorial advisory committee to represent
Canadian Rotarians on the content of the supplement.

The general secretary is requested to invite the chair of the Canadian Supplement Editorial
Advisory Committee to meetings of the regional magazine editors. (January 2009 Mtg.,
Bd. Dec. 132)

Source: November 2008 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 132

Cross References

32.030.9. Magazine Subscription Requirements

32.060.5. Adjustment of Advertising Rates for The Rotarian

51.020. Rotary Regional Magazines

Further to Article 21.010. of the RI bylaws, “official magazine” shall be defined as The Rotarian
magazine, together with the licensed regional magazines group. RI Bylaws section 21.030.
provides that each member of a club subscribe to a Rotary licensed publication. (October 2018
Mtg., Bd. Dec. 68)

Source: November 2002 Mtg., Bd. Dec. 145; Amended by January 2009 Mtg., Bd. Dec. 132; June 2010 Mtg., Bd. Dec. 182; April 2018 Mtg., Bd.
Dec. 164; October 2018 Mtg., Bd. Dec. 68

51.020.1. Rotary Regional Magazine Criteria

A Rotary regional magazine exists to advance the Object of Rotary in all its aspects. A
Rotary publication that meets the following criteria may be recognized as a Rotary regional
magazine (including both the print and any electronic versions):
Rotary Code of Policies 338
June 2020

1. The magazine serves an area of more than one district or country.

2. All aspects of the publication of the magazine are under the direct supervision of an
advisory board (see section 51.020.4. Guidelines for Rotary Regional Magazine Licensing).

3. The editorial content of the magazine is in harmony with RI policy, and at least 50
percent of the editorial content covers Rotary or Rotary-related subjects.
4. In addition to local or regional news, the magazine carries information about RI and
publishes such topics and specific text as RI may request.

5. The magazine is published at least six times a year and shall be a minimum of twenty-
four (24) pages per issue.

6. The overall appearance of the magazine is attractive and in keeping with the dignity and
nature of Rotary, and adheres to the RI Board guidelines for reproduction of the Rotary
Marks.

7. The magazine’s circulation reaches a majority of the Rotarians in the area it serves, in
order to maintain the magazine’s purpose and economic viability.

8. The magazine is adequately financed without financial responsibility by RI.

9. The magazine adheres to RI’s reporting requirements, as set forth in the license
agreement with RI.

10. The magazine has entered into a license agreement with RI for the publication and
distribution of a magazine using the Rotary Marks and circularizing the membership.

11. The magazine shall assume responsibility for serving as the basic means of
communication between RI and club members/subscribers in the region in replacing The
Rotarian.

12. The regional magazine editors are responsible for the conduct of their respective
magazines within the context of these guidelines.

13. The monthly mandatory material supplied by RI, or regionally prepared material
conveying the same general theme and information, must be used by the RI-licensed Rotary
regional magazines.

14. Licensed regional magazines are required to publish mandatory material, as set forth in
the license agreement with RI;

15. Before a new magazine may be considered for licensing, it must complete a two-year
pilot program.

16. Only licensed Rotary regional magazines shall receive RI support and services;
Rotary Code of Policies 339
June 2020

17. The Rotarian and the regional magazines shall continue to exchange quality editorial
material and photographs to effectively emphasize the internationality of the magazines
(June 2017 Mtg., Bd. Dec. 189)

Source: July 1977 Mtg., Bd. Dec. 60; Amended by October 1988 Mtg., Bd. Dec. 127; February 2002 Mtg., Bd. Dec. 217; May 2003
Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 140; November 2005 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 193; June
2010 Mtg., Bd. Dec. 182; November 2010 Mtg., Bd. Dec. 100; January 2011 Mtg., Bd. Dec. 117; September 2011 Mtg., Bd. Dec. 34;
May 2015 Mtg., Bd. Dec. 195; June 2017 Mtg., Bd. Dec. 189

51.020.2. Magazine Editors Seminar

RI will conduct the Magazine Editors Seminar every two years. While RI will pay hotel
and meal costs, the participating editors and representation will be responsible for their
own transportation costs.

Regional zone editors’ meetings in the alternate year shall be encouraged, at no cost to RI.
(January 2019 Mtg., Bd. Dec. 80)

Source: January-February 1986 Mtg., Bd. Dec. 209; November 2004 Mtg., Bd. Dec. 140; Amended by November 2010 Mtg., Bd. Dec.
100; May 2012 Mtg., Bd. Dec. 291; October 2018 Mtg., Bd. Dec. 68

51.020.3. Licensing of Rotary Regional Magazines

Each Rotary regional magazine must be licensed by RI to ensure that it meets RI
specifications as outlined in Rotary Code section 51.020.4. Status will be evaluated by the
Communications Committee and recommended to and granted by the Board. The general
secretary shall review all licensed regional magazines to determine their adherence to
editorial guidelines and compliance with the terms of their license agreement. Further to
Article 21.020. of the RI bylaws, the general secretary shall monitor the subscription prices
of the licensed regional magazines for fairness, for consistency, for comparison with other
licensed magazines and with other magazines in that area of the world, and, where
necessary, address any issues arising therefrom. Each regional magazine must enter into a
license agreement with RI for publication of a magazine using the Rotary Marks and
circularizing the membership. Operation of such a publication not under license by RI is
not permitted. (April 2018 Mtg., Bd. Dec. 164)

Source: July 1998 Mtg., Bd. Dec. 43; June 2004 Mtg., Bd. Dec. 284; November 2004 Mtg., Bd. Dec. 58; Amended by November 2004
Mtg., Bd. Dec. 140; November 2005 Mtg., Bd. Dec. 109; June 2010 Mtg., Bd. Dec. 182; November 2010 Mtg., Bd. Dec. 100; May
2014 Mtg., Bd. Dec. 163; January 2017 Mtg., Bd. Dec. 86; April 2018 Mtg., Bd. Dec. 164

51.020.4. Guidelines for Rotary Regional Magazine Licensing

The Board has approved the following guidelines for Rotary regional magazine licensing:

a) Qualifications

1. Only regional magazines that have been approved for their country(ies) by the RI Board
are eligible to be licensed.

2. Regional magazines with circulation of 5,000 or more must be directly supervised by

an advisory board consisting of at least six members, including a current governor or
designate, a current incoming governor or designate, the magazine’s editor in chief, and
three past RI officers (preferably media professionals or members with communications
experience). Regional magazines with circulation of less than 5,000 must be directly
Rotary Code of Policies 340
June 2020

supervised by an advisory board consisting of a minimum of three members, including a

current governor or designate, a current incoming governor or designate and the
magazine’s editor in chief. Members will serve for a period of at least two years, and the
advisory board must meet at least twice a year. The advisory board shall fairly and equally
represent the region it serves.

3. To become licensed and maintain their licensed status, regional magazines must
consistently publish the mandatory Rotary content as supplied by RI. Editorial content
must reflect that the regional magazine serves all Rotary countries or districts within its
territory, and is published in the primary, officially recognized language.

i) The editors and advisory boards of regional magazines shall ensure adherence to RI
policy on political and religious matters and strive to promote the Rotary principle of
welcoming men and women of all races, nations, religious faiths, vocations, and political
persuasions to membership.

ii) Regional magazines shall not express an editorial opinion on any pending controversial
public measure.

iii) Regional magazines shall not endorse, recommend, or otherwise express an editorial
opinion about any candidate for public office or Rotary office, or publish any letter, speech,
or other content supporting or otherwise commenting on any such candidate.

iv) Regional magazines shall not express an editorial opinion on international political
affairs or publish any letter, speech, or other content on such affairs.

4. Licenses will be issued to only one regional magazine per country or geographic area,
except in countries or geographic areas where the number of languages spoken warrants
more than one regional magazine, as determined by the RI Board.

5. The Communications Committee will determine if magazines meet the requirements

for licensing. Following RI Board approval, all regional magazines must enter into an
agreement with RI delineating the nature of the relationship and setting forth the guidelines for
publishing a licensed Rotary regional magazine. Once the agreement is signed, the regional
magazines may announce or publish news of their licensed status.

6. RI shall review every regional magazine. Should any noncompliance with RI guidelines
be discovered, the regional magazine may be placed on probation or terminated, as set forth
in the license agreement with RI.

b) Procedures

1. Regional magazines must comply with RI’s report filing requirements, as set forth in
the license agreement with RI.

2. Regional magazines must adhere to RI Board guidelines for reproduction and use of the
Rotary Marks.
Rotary Code of Policies 341
June 2020

3. Regional magazines must comply with the payment obligations, as set forth in the
license agreement with RI.

4. Recognizing that Rotarians must subscribe to either The Rotarian magazine or one of
the regional magazines (RI Bylaws section 21.020.), licensed magazines are required to
bill separately for the regional magazine subscription, making clear that any other services
or products they offer are optional, and because these other services and/or products are
not covered by the terms of the license agreement with RI.

5. Pursuant to Article 21.020.1. of the RI Bylaws, licensed regional magazines shall be

responsible for establishing a mechanism for billing and collection of subscription fees. RI
recognizes that this sometimes involves the cooperation of the local clubs and districts.

6. Further to Article 21.020.2. of the RI Bylaws, revenue received by the licensed

magazines shall be applied to the publication and improvement of the magazines and any
other licensed communications vehicles, wherever possible, and in accordance with the
terms of the license agreement with RI.

7. Regional magazines must submit the following information to RI:

i) A detailed content summary and Table of Contents in English of each issue, plus at least
three copies of each issue immediately upon publication;

ii) a list of advisory board members, including each member’s name, title (if any), and
length of term, and an annual schedule of advisory board meetings;

iii) basic circulation information, including the number of paid and complimentary
subscriptions and the annual subscription cost;

iv) verification that standard circulation requirements (two or more Rotary districts or at
least two Rotary countries) are being met;

v) verification of publication frequency (at least six times per year);

vi) a current magazine editorial calendar and a projection of any major changes or planned
improvements for the licensed period;

vii) a report of advertising policy and rates;

viii) a financial stability letter, signed by the chair of the regional magazine advisory board.
The statement will verify that the regional magazine is financially viable and in a position
to maintain publication.

ix) Regional magazines shall also submit profit and loss statements and other financial
documents that illustrate financial solvency and revenues and expenses, as set forth in the
license agreement with RI. Regional World Magazine Publications shall provide audited
financial statements to RI on an annual basis and publish same to their subscribers annually.
Rotary Code of Policies 342
June 2020

8. Failure to comply with the terms of the license agreement with RI will result in probation
and/or termination, at RI’s discretion, in accordance with the terms of the license agreement
with RI. (January 2020 Mtg., Bd. Dec. 110)

Source: February 1999 Mtg., Bd. Dec. 259; Amended by February 2002 Mtg., Bd. Dec. 217; November 2004 Mtg., Bd. Dec. 140;
November 2005 Mtg., Bd. Dec. 109; January 2009 Mtg., Bd. Dec. 193; June 2010 Mtg., Bd. Dec. 182; November 2010 Mtg., Bd. Dec.
100; January 2011 Mtg., Bd. Dec. 117; May 2011 Mtg., Bd. Dec. 247; September 2011 Mtg., Bd. Dec. 34; May 2014 Mtg., Bd. Dec.
163; May 2015 Mtg., Bd. Dec. 195; April 2018 Mtg., Bd. Dec. 164; October 2018 Mtg., Bd. Dec. 68; January 2020 Mtg., Bd. Dec. 110

51.020.5. Required Subscription

RI Bylaws Article 21.020.1. require that each member of a club not located in the United
States or Canada shall become a paid subscriber to the official magazine of RI or to a
Rotary magazine approved and prescribed for that club by the board. A district that
contends that the magazine that is approved and prescribed by the board for its country or
geographic area does not meet its needs may appeal to the board to have its approved and
prescribed magazine changed by submitting to the general secretary a written resolution
that is approved by two-thirds of the district’s member clubs and endorsed by at least three
of the district’s current governor, governor-elect, governor nominee and immediate past
governor. Such resolution should:

1. State the reasons why the board’s approved and prescribed magazine for that
country/region does not meet the needs of that district.
2. State what steps have been taken by the district to resolve the issue directly with the
prescribed regional magazine.
3. State the response and outcome of each step cited in point 2, above.
4. Indicate an alternate choice of licensed magazine.
5. State why the desired alternate choice of licensed magazine would better suit its needs.
6. State the circulation/number of subscribers that would be affected.

Upon receipt of such resolution, the general secretary will forward a copy to the potentially
impacted magazine (to both the publisher and the advisory board chair) and solicit its
response within sixty (60) days. Thereafter, the resolution will be researched and
considered by the general secretary. At the general secretary’s discretion, once sufficient
information has been gathered and if a meritorious case exists, the general secretary will
bring the matter to the board for its consideration. The board, in deciding the issue, will
consider the information included in the resolution and supporting materials, the response
(if timely received) from the impacted magazine, the impact such a change would have on
the existing approved and prescribed magazine, the ability and willingness of the proposed
new licensed magazine to handle the increased subscription, the political climate in the
region and any other facts or circumstances that may be relevant. (September 2016 Mtg.,
Bd. Dec. 28)

Source: May 2015 Mtg., Bd. Dec. 195; Amended by September 2016 Mtg., Bd. Dec. 28

51.020.6. Provisional Status for Rotary Related Magazines

If a Rotary related magazine serves a specific language community located within only one
district but shows potential for growth to additional districts, it may apply for a two-year
provisional status upon entering into an agreement with RI. (May 2015 Mtg., Bd. Dec. 195)
Source: November 2002 Mtg., Bd. Dec. 145; Amended by November 2004 Mtg., Bd. Dec. 140; June 2010 Mtg., Bd. Dec. 182;
November 2010 Mtg., Bd. Dec. 100; May 2015 Mtg., Bd. Dec. 195
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51.020.7. Report of Exceptions to Subscription Requirement

The general secretary shall provide the RI Board with a status report on countries exempted
from magazine subscriptions every three years. (June 2007 Mtg., Bd. Dec. 226)
Source: February 2007 Mtg., Bd. Dec. 205

Cross References

2.010.1. Rotary Clubs Failure to Function

19.010.4. Governors’ Responsibilities to The Rotarian Magazine and Regional Magazines
32.030.9. Magazine Subscription Requirements
48.020.3. Translation of Regional Magazines
57.050.6. Registration Fee Waiver for Regional Editors
60.020.2. Regional Magazine Editors

51.030. Guidelines for New Publications

Any proposal for a new RI publication must be submitted to the Board through the general
secretary. The general secretary shall be charged with the responsibility of developing
publications that will meet a real need and be cost effective. The following information should be
available for a new publication:

1. Purpose of publications (including the origin, such as Board decisions);

2. The audience to be reached;
3. The intended life-span of the publication;
4. Anticipated demand;
5. Consequences of not producing the publication;
6. Practicality and appropriateness of format/medium as it relates to ease the production, revision,
etc.;
7. Coverage of other publications (redundancy);
8. Impact on inventories at the international offices;
9. Cost of the publication;
10. Comprehensive budget to carry the cost of the publication, if approved;
11. Feasibility of offering new publication by electronic methods. (February 2002 Mtg., Bd. Dec.
216)

Source: March 1994 Mtg., Bd. Dec. 198; Amended by February 2002 Mtg., Bd. Dec. 216

51.040. Rotary Leader

Rotary Leader shall be a bimonthly electronic publication with information and guidance to help
club and district officers.

Focus will be given to the areas emphasized in the RI Strategic Plan. Editorial content will support
the goals of supporting and strengthening clubs, focusing and increasing humanitarian service, and
enhancing public image and awareness.
Rotary Code of Policies 344
June 2020

RI Directors, Foundation Trustees, Rotary coordinators, regional Rotary Foundation coordinators,

district governors, and club presidents will receive Rotary Leader automatically. Other Rotarians
may subscribe to this free publication at any time. Incoming and past club and district officers,
assistant governors, committee chairs, and those considering taking on a leadership role will be
particularly encouraged to subscribe.

Rotary Leader will be published in eight languages – English, French, German, Italian, Japanese,
Korean, Portuguese and Spanish. (June 2010 Mtg., Bd. Dec. 182)

Source: June 2010 Mtg., Bd. Dec. 182

Cross References

49.010. Official Notices on RI Website


Rotary Code of Policies 345
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Article 52. Audio/Visual/Electronic Communications

52.010. Audiovisuals
52.020. Internet and Electronic Communications

52.010. Audiovisuals

52.010.1. Rotary Information on Video

The general secretary shall produce videos on the programs and activities of RI and its
Foundation, as appropriate, such videos to be as international in content as possible. (May
2003 Mtg., Bd. Dec. 325)

Source: March 1993 Mtg., Bd. Dec. 194; Amended by May 2003 Mtg., Bd. Dec. 325

52.020. Internet and Electronic Communications

52.020.1. Guidelines for Rotary Club, District, and other Rotary Entity Electronic
Publications
a) A Rotary Entity’s website is a “publication,” just as a Rotary Entity’s newsletter is a
“publication.” The primary purpose of any Rotary publication, printed or electronic, is to
advance the Object of Rotary.

b) Content and design of such publications should be under the direct supervision of the
publishing entity’s highest officer, whether it be the Rotary club president, governor, or
Fellowship chair, and must conform to current RI policies. (Of particular note are those
policies pertaining to Rotary Mark and Emblem usage and those prohibiting
circularization.) (See Article 34, Rotary Marks, generally, and section 11.010.
Circularization.) In particular, whenever the name “Rotary,” the Rotary Emblem or other
of the Rotary Marks are used, Rotary Entities should use the further identifier of the name
of the Rotary Entity involved. When selecting a domain name that includes the word
“Rotary,” Rotary Entities should also include further identifying language of the name of
the Rotary Entity and not solely the word “Rotary.” Members are reminded that no
abbreviations of the Rotary Marks, such as “Rota,” are permitted. (See section 33.040.6.)
(Proper naming examples are: “www.AnytownRotaryClub.org,”
“www.rotarydistrict0000.org,” “www.AnytownRotaryVillage.org,” and “www.Rotary
[Insert Name of Rotary Entity Here].org.” Examples of generic, improper naming
examples that only use “Rotary” by itself or refer to RI and not a specific Rotary Entity
would be “www.rotaryvillage.org,” “www.rotarian.org,” “www.RIactivity.org” and
“www.rotarywomen.org.”) Rotary International accepts no responsibility for the content
of any non-RI publication.

c) Rotary International maintains a site on the World Wide Web (www.rotary.org) to

provide Rotarians with timely and accurate information about the programs of Rotary
International and The Rotary Foundation. Editors of Rotary publications in all media are
encouraged to use this information in their respective Rotary organs, provided they adhere
to the copyright policies posted on the RI site. Furthermore Rotarians in charge of club,
Rotary Code of Policies 346
June 2020

district, and other Rotary Entity websites shall, when feasible, include a link to the RI
website for the benefit of those wishing to learn more about Rotary.

d) Top Level Domain (“TLD”) and Domain Name Registration and Maintenance Policy

I. Purpose of Policy
The purpose of this policy is to define the TLD and domain name registration policy for
Rotary International. It should also serve as a guide to Secretariat Staff as various
departments take advantage of the Internet to promote Rotary International and its
programs and to Rotary Entities seeking to purchase domain names as they establish
websites to advance the Object of Rotary.

II. TLDs and Domain Names Reserved for the Exclusive Use of Rotary International and
The Rotary Foundation

A. TLDs and Domain Names

Rotary International reserves the following of the Rotary Marks for the exclusive use of
Rotary International and The Rotary Foundation as TLDs or domain names (the below to
include the plural, as well as the singular uses thereof):

a) interact
b) interactclub
c) interactive
d) paulharris
e) paulharrisfellow
f) polioplus
g) RI
h) rotaract
i) rotaractclub
j) rotarian
k) rotary
l) rotaryclub
m) rotaryfoundation
n) rotaryinternational
o) rotaryintl
p) therotarian
q) therotaryfoundation
r) TRF
s) serviceaboveself

To the extent possible, each Rotary Mark should be maintained as a domain name (in
conjunction with each major TLD such as .com, .org, .net, .info, .biz and others, as they
become available), a TLD or other major identifier of Rotary on the Internet.

B. Country Code Domains

“ROTARY” should also be protected in conjunction with country code (“cc”) domains as
much as possible based on the following order of priority:
Rotary Code of Policies 347
June 2020

a. Any domain name and/or country mandated by the RI Board or TRF Trustees.
b. Countries in which RI has an international office.
c. Countries in which RI is scheduled to hold an upcoming Convention and/or the home
countries of elected and/or nominated RI presidents.
d. Countries in which there have historically been or in which RI is currently having
problems, either because of those who infringe RI’s marks or because other individuals,
companies or organizations have filed numerous applications for same or similar marks
requiring RI to file oppositions against these applications.
e. Countries in which RI has either a significant number of licensees or major licensees.
f. Countries in which RI has established a prominent presence, either because of large
numbers of Rotarians or countries in which RI and/or the programs of RI are very active.

Rotarians, Rotary clubs, Rotary districts and other Rotary Entities are asked to support this
Policy and transfer ownership rights in any of the above designated TLDs and/or domain
names they may currently own to RI, at RI's request. Due to budget limitations, cc level
domain names featuring any of the Rotary Marks other than ROTARY are not in line for
purchase at this time, but this is subject to change at any time at the discretion of the general
secretary.

C. Other TLDs and Domains

1. The general secretary shall determine whether there are any TLDs or domain names,
other than those set forth above, which it would be in RI's best interest to protect and
maintain for its exclusive use and/or benefit.

2. The general secretary shall determine whether and when the use of any of the Rotary
Marks in a TLD or domain name by a Rotary Entity does not comply with Board policy or
for an individual, company or organization not affiliated with RI constitutes infringement
and shall pursue the matter accordingly.

III. Registration and Maintenance of TLDs and Domain Names

The general secretary shall purchase TLDs and domain names meeting the current goals of
TLD and domain name protection, listing Rotary International as the owner. The
Intellectual Property area of the Office of the General Counsel shall handle the registration,
renewal and maintenance of TLDs and domain names for Rotary International and The
Rotary Foundation, with technical and substantive support from IT, Communications and
CDS, as necessary.

IV. Rotary Clubs, Rotary Districts and Other Rotary Entities

A. Rotary clubs, Rotary districts, other Rotary Entities and individual Rotarians should be
advised that RI reserves the right to request that TLDs and domain names featuring any of
the Rotary Marks be assigned to RI now and in the future, pursuant to this policy.

B. Rotary clubs, districts, other Rotary Entities and individual Rotarians are encouraged
to purchase domain names that comply with the RI Board policy concerning the use of the
Rotary Marks as outlined in the Rotary Code of Policies. (See sections 33.040.6. Use of
Name “Rotary,” or other Rotary Marks by Rotary Entities; 33.040.12. Use of the Name
“Rotary,” the Rotary Emblem or other Rotary Marks in Multidistrict Activities). Rotary
Entities are encouraged, before registering domain names, to check with their CDS
Rotary Code of Policies 348
June 2020

representative to ensure their proposed domain name complies with Board policy for use
of the Rotary Marks.

C. The purchase and/or administration of any TLDs which may become available using
any of the Rotary Marks is reserved exclusively for RI.

D. The general secretary may require a disclaimer that limits RI’s liability to be placed on
websites of Rotary Entities.

E. The general secretary reserves the right to take any necessary action against any Rotary
club, district or other Rotary Entity or individual Rotarian or group of Rotarians whose
actions are not consistent with RI Board policy concerning the use of the Rotary Marks.
(September 2017 Mtg., Bd. Dec. 24)

Source: November 1999 Mtg., Bd. Dec. 230; Amended by February 2003 Mtg., Bd. Dec. 225; October 2003 Mtg., Bd. Dec. 78;
November 2006 Mtg., Bd. Dec. 35; June 2007 Mtg., Bd. Dec. 226; January 2017 Mtg., Bd. Dec. 86; September 2017 Mtg., Bd. Dec.
24

52.020.2. RI’s Website

The general secretary shall maintain the RI website at the www.rotary.org. address on behalf
of the Board. The website shall include information pertinent to the programs and activities
of Rotary International and The Rotary Foundation as well as applications to assist Rotary
clubs and districts in doing their Rotary business online including such things as membership
updates, Foundation donations, purchasing of Rotary products, etc. The general secretary
shall provide or make accommodation for reasonable space (up to 10 pages each) for the
president and the president-elect to communicate with the Rotary world as an integrated part
of RI’s website. (May 2011 Mtg., Bd. Dec. 252)

Source: February 2002 Mtg., Bd. Dec. 216

52.020.3. RI Web Language-based Communities

RI Web language communities will be developed and maintained in Japanese, Portuguese,
Spanish, French, German, Korean, Italian and Swedish.

RI Web language communities are the only official language websites of Rotary
International. (February 2006 Mtg., Bd. Dec. 137)

Source: November 1999 Mtg., Bd. Dec. 226; May 2000 Mtg., Bd. Dec. 436. Affirmed by August 2000 Mtg., Bd. Dec. 85. Amended
by February 2001 Mtg., Bd. Dec. 275; November 2005 Mtg., Bd. Dec. 107; February 2006 Mtg., Bd. Dec. 137

52.020.4. Social Business Strategy

Rotary will increasingly use digital social strategies to engage Rotarians, the “family of
Rotary,” and the general public. The tools we choose to implement will be worthy of
Rotarians’ trust. These tools will make it easier for Rotarians to build and deepen
relationships with one another and to discuss and collaborate on Rotary-related business.
We will encourage the use of social technologies consistent with these goals and
development of new technologies where gaps exist. (May 2012 Mtg., Bd. Dec. 244)

Source: January 2012 Mtg., Bd. Dec. 223

Rotary Code of Policies 349
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Cross References

34.040.3. Use of Rotary Marks by RI Officers in Publications

34.040.4. Use of Rotary Marks on Websites of RI Officers
34.040.5. Use of Name “Rotary,” by Clubs and District Foundations
34.040.14. Use of the Word “Rotarian” in Club Publications


Rotary Code of Policies 350
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Article 53. Other Communications

53.010. Rotary International Archives

53.020. Rose Parade Float

53.010. Rotary International Archives

An archives will be maintained containing materials in any format that have long- term historical
value documenting the work of Rotary. All materials and objects shall be accepted and processed
under procedures and policies adopted by Rotary International. (May 2011 Mtg., Bd. Dec. 252)

Source: May 2011 Mtg., Bd. Dec. 252

53.020. Rose Parade Float

The Board looks with favor on continually having a float in the Tournament of Roses parade, and
has authorized the solicitation of clubs within Canada and the United States of America for
voluntary contributions to fund the construction and promotion (fund-raising and publicity) of the
float on the condition that the project shall be self-supporting, and all accounting and records of
contributions shall be handled by the Rotary Rose Parade Float Committee, Inc.

As an exception to its policy regarding the circularization of Rotary clubs, the general secretary
shall annually provide to the Rotary Rose Parade Float Committee, Inc. an electronic mailing list
of Rotary club presidents and presidents-elect and RI district governors in the United States and
Canada to be used by that committee only for Rose Parade float fundraising purposes, provided
that the committee enters into an agreement with RI that includes:

a. a provision allowing the committee to circularize Rotary clubs and districts up to three times
annually in connection with its Rose Parade float fundraising efforts;

b. a provision that the committee’s Rose Parade float and all of its promotional materials, printed
and electronic, must comply with Board policies regarding the use of the Rotary Marks, including
the provisions of RI’s licensing system;

c. a provision that all communications with RI about this matter should be directed to the general
secretary;

d. a provision that all of the committee’s promotional materials, printed and electronic, must
contain the disclaimer, “This is not a project of Rotary International;”

e. provisions addressing nondisclosure, confidentiality, appropriate insurance and indemnity as

deemed necessary by the general secretary;

f. acknowledgment that the RI Board may cancel the agreement without cause provided it gives
notice on or before 31 January of any given year. (January 2011 Mtg., Bd. Dec. 164)

Source: January-February, 1989 Mtg., Bd. Dec. 235; January 2008 Mtg., Bd. Dec. 157; Amended by June 2009 Mtg., Bd. Dec. 217; January
2011 Mtg., Bd. Dec. 164. See also November 1997 Mtg., Bd. Dec. 150
Rotary Code of Policies 351
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53.020.1. Solicitation for the Rotary Float in the Tournament of Roses Parade
The Rotary Float committee in California, USA shall ensure that any communication it
sends to Rotarians or clubs in the United States and Canada soliciting contributions to help
defray the costs of a float in the annual Tournament of Roses Parade shall prominently
include this statement: “This is not a project of Rotary International” and shall not contain
a picture or message from the president without his or her prior approval. (June 1998 Mtg.,
Bd. Dec. 348)

Source: April 1991 Mtg., Bd. Dec. 304


Rotary Code of Policies 352
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CHAPTER VII

MEETINGS

Articles
57. International Convention
58. International Assembly
59. Council on Legislation and Council on Resolutions
60. Institutes
61. General Policies Relating to RI Meetings

Article 57. International Convention

57.010. Purpose
57.020. Host Organization Committee
57.030. Guidelines
57.040. Site Selection
57.050. Attendance
57.060. Housing
57.070. Sergeants-at-Arms at the Convention
57.080. International Convention Committee
57.090. Public Relations
57.100. Finances
57.110. Program Features
57.120. Role of Paid Official Participants and Partners
57.130. Role of General Secretary for International Conventions
57.140. Post-Convention Activities
57.150. Miscellaneous International Convention Matters

57.010. Purpose
The primary purpose of the annual convention of Rotary International is to stimulate, inspire, and
inform all Rotarians at an international level, as well as serve as a forum for advancing the strategic
goals of the association. The annual convention also is the annual business meeting of the
association. (January 2012 Mtg., Bd. Dec. 201)

Source: May 1991 Mtg., Bd. Dec. 342; Amended by November 2007 Mtg., Bd. Dec. 87; January 2012 Mtg., Bd. Dec. 201

57.020. Host Organization Committee

57.020.1. Definition of “Host Area”

The Board will define an area consisting of one or more districts, which shall be considered
as the host area. (January 2012 Mtg., Bd. Dec. 201)

Source: February 1981 Mtg., Bd. Dec. 292; Amended by November 2007 Mtg., Bd. Dec. 87
Rotary Code of Policies 353
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57.020.2. Host Organization Advised of Guidelines

Before selection of a venue, the potential host organization shall be advised of Rotary
convention site guidelines and required to accept them in principle. (June 1998 Mtg., Bd.
Dec. 348)

Source: May-June 1977 Mtg., Bd. Dec. 362

57.020.3. Relationship of the Host Organization to RI

The host organization cooperates with the Board and the convention committee to assist
with the convention program and to provide hospitality for attendees. The general
secretary, acting through the convention manager, serves as liaison between the host
organization and the convention committee and Board. The general secretary, who is
responsible for the operational aspects of Convention management, fulfills these
responsibilities through the convention manager with the advice and cooperation of the
host organization.

The above statement shall be provided to all host organization committees for their
information and guidance in connection with plans for the convention. (January 2012 Mtg.,
Bd. Dec. 201)

Source: February 1977 Mtg., Bd. Dec. 233; Amended by November 2007 Mtg., Bd. Dec. 87

57.020.4. Host Organization and Convention Committee

The host organization shall be responsible to the convention committee, which will approve
and direct its actions as necessary. (June 1998 Mtg., Bd. Dec. 348)

Source: May-June 1977 Mtg., Bd. Dec. 362

57.020.5. RI Director Serving as Convention Host Organization Committee Chair

An RI director who is also the chair or member of a convention host organization
committee shall not participate in the discussion or vote on RI convention-related items
considered by the Board. (January 2016 Mtg., Bd. Dec. 104)

Source: October 2015 Mtg., Bd. Dec. 67

Cross References

72.050.1. Special Events Insurance

57.030. Guidelines
A manual for the general guidance of the convention committee has been approved and is revised
from time to time by the Board and distributed as detailed in the manual for conventions. Such
manual includes Board policy governing Conventions. The general secretary is requested to bring
to the Board's attention any necessary changes to the manual. Each Convention committee is
likewise requested to include in its final report any recommended changes to the manual. (January
2012 Mtg., Bd. Dec. 201)

Source: May 1991 Mtg., Bd. Dec. 342; Amended by January 2012 Bd. Dec. 201
Rotary Code of Policies 354
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57.040. Site Selection

57.040.1. Convention in Successively Different Locations

The international convention shall not be held in any one country for more than one
consecutive year. If possible, Conventions should be held successively in different parts
of the world, with the qualification that cost factors be given careful consideration. The
eastern and western regions of the United States, as divided by the Mississippi River, are
to be considered two distinct regions for this site selection purpose. (November 2007 Mtg.,
Bd. Dec. 87)

Source: January 1938 Mtg., Bd. Dec. 77; Conv. Res. 64-42; Amended by June 2007 Mtg., Bd. Dec. 289; November 2007 Mtg., Bd.
Dec. 87

57.040.2. Minimum Standards for Convention

The Board will consider a proposal only if the general secretary has explicitly confirmed
that the city currently meets all of the requirements for holding a convention. If the general
secretary and/or Rotary senior leader involved in the site inspection reports that a city does
not meet all of the critical site specification criteria as described in the current Manual for
Conventions and the Board proceeds to select that city, the Board shall provide an
explanation of how any deficiencies will be addressed in its respective Board decision. The
general secretary shall inform the Board of potential sites which vary slightly from the
standards, or preferred criteria, when such variances would not inhibit the full capability
of a city to hold a convention. Should no city be certified by the general secretary from
among those submitting invitations, the Board will postpone any selection until a city has
been so certified or solicit proposals from another group of cities. International
conventions shall not be allocated to cities that do not have sufficient and proper facilities.
(January 2011 Mtg., Bd. Dec. 150)

Source: June 1977 Mtg., Bd. Dec. 362; November 1991 Mtg., Bd. Dec. 98; October 1998 Mtg., Bd. Dec. 124; Amended by June 2007
Mtg., Bd. Dec. 289; January 2011 Mtg., Bd. Dec. 150

57.040.3. Cost Control Measures in Convention Site Selection

To control Convention expenses, negotiations to reduce costs in the following areas may
be conducted before the selection of the convention city: housing, meeting places, and other
facilities. The number of official meals should be limited as much as possible. Any gratis
items to be offered, including complimentary hotel rooms for various officers, should be
established. (January 2012 Mtg., Bd. Dec. 201)
Source: May-June 1977 Mtg., Bd. Dec. 362; Amended by January 2012 Mtg., Bd. Dec. 201

57.040.4. Funding of Convention Meeting Space

When considering districts’ invitations to hold conventions in their cities, RI will expect
the city to provide without expense to RI a suitable and convenient auditorium for the
convention’s general sessions and additional meeting places for other sessions. No district
of any city should have to pay rental or other expenses for convention venues for RI’s use.
Rather, the city shall furnish such facilities, or the city government, tourist association,
chamber of commerce, or a similar group of business people should provide any necessary
funds for such a meeting place. (November 2007 Mtg., Bd. Dec. 87)
Source: July 1932 Mtg., Bd. Dec. IX(f). Amended by January 1966 Mtg., Bd. Dec. 153; February 2004 Mtg., Bd. Dec. 190; November
2007 Mtg., Bd. Dec. 87
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57.040.5. Convention Cancellation

The general secretary shall continue to monitor factors which could interrupt International
Conventions and make contracts, wherever possible, in such a way as to minimize any
liability to RI in the event of any interruption in plans for a Convention. (June 1998 Mtg.,
Bd. Dec. 348)

Source: February-March 1987 Mtg., Bd. Dec. 264

57.040.6. Procedures for Selecting RI Convention Sites

Procedures have been established for the selection of sites to hold RI’s annual convention
and are detailed in the Manual for Conventions. No city can host a convention sooner than
every 20 years. The board will select finalist for inspection after which a city will be
selected for the specific year. The convention should not be held during the last half of
June, effective 2015. (January 2012 Mtg., Bd. Dec. 201)

Source: June 2002 Mtg., Bd. Dec. 266; June 2007 Mtg., Bd. Dec. 252; January 2012 Mtg., Bd. Dec. 201

57.040.7. Changing Location of Convention Site

Having selected a convention city, the general secretary will update future Boards on the
progress being made with several cities and districts scheduled to host conventions in future
years. The general secretary will alert the Board to any serious problems encountered in
convention planning.

In the event information is received which indicates that the location of a meeting which
has already been determined has become inaccessible, the Board shall consider changing
such location. (June 2002 Mtg., Bd. Dec. 266)

Source: October 1998 Mtg., Bd. Dec. 124; February 1981 Mtg., Bd. Dec. 273; Amended by June 2002 Mtg., Bd. Dec. 266

57.040.8. Bidding Process for Cities Requiring Exceptions to Critical Criteria for an RI
Convention Host City
The RI Board has approved a convention city bidding process in which only cities requiring
exceptions to the critical criteria for an RI convention host city will be permitted to bid to
host the Rotary convention for a year specified by the general secretary, to occur not more
frequently than once every seven years. (October 2018 Mtg., Bd. Dec. 34)

Source: April 2018 Mtg., Bd. Dec. 156; Amended by October 2018 Mtg., Bd. Dec. 34

57.040.9. Exceptions to Critical Criteria for Convention Host Cities

The Board shall consider bids from cities that do not meet the critical criteria for an RI
convention host city, provided that

a) no other city in the country meets the criteria for conventions

b) there are no more than three modifications to the critical criteria
c) the total financial impact of the applied modifications does not exceed US$1.5 million
d) the accepted bids are further subject to limits on the number of registrants or to other
convention product modifications as defined by the general secretary
e) such an exception occurs no more than once every seven years
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The RI Board has approved exceptions to critical criteria guidelines detailed in the Manual
for Conventions. (January 2017 Mtg., Bd. Dec. 86)

Source: September 2016 Mtg., Bd. Dec. 55

57.050. Attendance

57.050.1. Guidelines for Convention Registration

Registration at RI Conventions shall be open to
 Rotarians
 Rotaractors
 Interactors
 Youth Exchange students
 Foundation scholars
 non-Rotarian Rotary alumni
 Rotary club/district employees
 Partners of deceased Rotarians

Any other person who wishes to register for a RI Convention may do so as the paid guest
of a qualified accompanying convention registrant. All convention registrants shall pay
the corresponding convention registration fees established by the Board. Partners of
deceased Rotary Senior Leaders who are not Rotarians themselves shall be allowed to
register independently for the conventions instead of as the guests of Rotarians. In addition,
all partners of deceased Rotary Senior Leaders, whether Rotarians or not, should be
accorded the same privileges at RI conventions that would have been available to their
partners. (October 2015 Mtg., Bd. Dec. 62)
Source: June 2006 Mtg., Bd. Dec. 251; June 2007 Mtg., Bd. Dec. 289; Amended by November 2006 Mtg., Bd. Dec. 35; November
2007 Mtg., Bd. Dec. 87; January 2012 Mtg., Bd. Dec. 201; May 2012 Mtg., Bd. Dec. 244; October 2014 Mtg., Bd. Dec. 38; May 2015
Mtg., Bd. Dec. 166; October 2015 Mtg., Bd. Dec. 62

57.050.2. Official Participants Attendance

The following persons are official participants at the convention at no cost to RI or its
foundation.

 Directors nominee and partner

 Past RI directors and partner
 Past TRF trustees and partner
 Past general secretaries and partner
 Current district governor and partner
 Current district governor-elect and partner
 Current RI/TRF committee chairs and partner
 Partners of deceased Rotary senior leaders
 Officers and officers-nominee of RIBI (May 2012 Mtg., Bd. Dec. 244)
Source: January 2012 Mtg., Bd. Dec. 201; May 2012 Mtg., Bd. Dec. 244
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57.050.3. Convention Registration and Exhibitor’s Policy

Paying RI licensed vendors, host business expo exhibitors, and organizations with which
RI has a formal cooperative relationship will be provided up to six complimentary House
of Friendship access badges per booth for booth staff. Any additional badges will be
available for US$50 per badge if requested before the March pre-registration deadline. All
badges requested after the March pre-registration deadline shall be available on-site for
US$100 per badge. Convention sponsors will be provided with convention badges as
indicated in their agreements.

RI projects and Global Networking Groups exhibitors that do not pay a booth rental fee
may obtain House of Friendship access badges for their booth staff for US$50 per badge if
requested before the March pre-registration deadline. All badges requested after the March
pre-registration deadline shall be issued on-site for US$100 per badge.

The Host Organization Committee (HOC) may obtain a reasonable quantity as determined
by the convention manager of complimentary House of Friendship access badges and set
up wristbands for its volunteers, entertainers, and convention service vendors to adequately
support on-site HOC convention responsibilities, if requested before the March pre-
registration deadline. All badges requested after the March pre-registration deadline shall
be available on-site for US$100 per badge. RI shall provide the wristbands and the badges
to the HOC which will distribute them according to its needs and in compliance with RI
policy. Any exhibitor who wishes to attend a plenary session, workshop, or other official
convention event may do so after registering at the corresponding convention registration
fee established by the Board.

The general secretary may allow exceptions to the above policy as he deems appropriate.
(October 2019 Mtg., Bd. Dec. 29)

Source: June 2006 Mtg., Bd. Dec. 251; Amended by November 2009 Mtg., Bd. Dec. 69; January 2010 Mtg., Bd. Dec. 117; January
2016 Mtg., Bd. Dec. 127; October 2019 Mtg., Bd. Dec. 29

57.050.4. Badge Information

At all RI meetings, all name badges shall include the classification of Rotarians.
(November 2008 Mtg., Bd. Dec. 81)

Source: November 2008 Mtg., Bd. Dec. 81

57.050.5. One-day Registration Fees

RI shall only entertain requests to offer one-day registration fees where plenary hall
capacity permits. (June 2007 Mtg., Bd. Dec. 289)

Source: June 2007 Mtg., Bd. Dec. 289

57.050.6. Registration Fee Waiver for Regional Editors

The registration fee for one editor from each Rotary regional magazine shall be waived as
these editors will attend as media instead of as regular convention attendees. (September
2016 Mtg., Bd. Dec. 28)

Source: February-March 1985 Mtg., Bd. Dec. 246; Amended by June 2007 Mtg., Bd. Dec. 289; September 2016 Mtg., Bd. Dec. 28
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57.050.7. Registration Fees for Preconvention Meetings

When determining registration fees for preconvention meetings, the president, convention
chair, and general secretary for that year’s convention, in consultation with the trustee chair
for TRF events, may determine if attendees may register for stand-alone preconvention
meetings without registering for the convention. This may vary from year to year, and
among preconventions in a single year. (September 2017 Mtg., Bd. Dec. 24)

Source: January 2011 Mtg., Bd. Dec. 152; Amended by September 2017 Mtg., Bd. Dec. 24

57.050.8. Registration Fees for Attendees Age 30 or Younger

A lower registration fee shall be offered to all RI convention attendees age 30 or younger
beginning at the 2020 RI (Honolulu) Convention. Convention attendees seeking this lower
registration fee are required to report their birthdates. (April 2018 Mtg., Bd. Dec. 135)

Source: January 2018 Mtg., Bd. Dec. 103

57.050.9. Attendance by non-Rotarians

Notwithstanding the provisions of section 57.050.1., the Board may authorize other
categories of non-Rotarian individuals to register for an RI convention. For example, these
registrants may include representatives of partnering organizations and sponsors.

With the approval of the president, the HOC may invite non-Rotarian individuals to visit
the House of Friendship with a reduced registration fee or at no fee. Such individuals shall
provide information necessary for credentialing, but shall not be considered convention
attendees as described in RI Bylaws section 10.090. (October 2015 Mtg., Bd. Dec. 62)

Source: October 2015 Mtg., Bd. Dec. 62

Cross References

38.010.3. RIBI Officers’ Attendance at International Assembly and Convention

57.050.6. Registration Fee Waiver for Regional Editors
57.100.4. Convention Attendance Expenses Paid by RI

57.060. Housing

57.060.1. Housing Distance From Convention Site

Wherever possible, an effort should be made to avoid housing Convention attendees at
distances requiring more than 45 minutes traveling time to reach the center of Convention
activity. (November 1999 Mtg., Bd. Dec. 197)

Source: May-June 1977 Mtg., Bd. Dec. 362. Amended by November 1999 Mtg., Bd. Dec. 197

57.060.2. Registration/Housing Forms

Official Convention registration/housing forms shall be distributed one year in advance at
the preceding Convention and be available on line for downloading in official languages.
Only properly completed official convention forms bearing a Rotarian signature received
by the published deadline will be honored (except those forms received on
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line/electronically). Travel agents shall follow RI Convention housing procedures.

(September 2016 Mtg., Bd. Dec. 28)
Source: May-June 1976 Mtg., Bd. Dec. 278; January-February 1986 Mtg., Bd. Dec. 166. Amended by November 1999 Mtg., Bd. Dec.
197; June 2002 Mtg., Bd. Dec. 266; November 2007 Mtg., Bd. Dec. 87; January 2012 Mtg., Bd. Dec. 201; Amended by September
2016 Mtg., Bd. Dec. 28

57.060.3. Hotel Guaranty Deposits

Official Convention housing forms shall state that hotel deposits will not be refunded if
cancellation is made after the hotel cancellation deadline. (November 1999 Mtg., Bd. Dec.
197)

Source: November 1999 Mtg., Bd. Dec. 197

57.070. Sergeants-at-Arms at the Convention

The role and responsibilities of the RI sergeant-at-arms leadership at the International Convention
are detailed in the Manual for Conventions. (January 2012 Mtg., Bd. Dec. 201)

57.070.1. Costs of Sergeants-at-Arms at the International Convention

The expenses of sergeants-at-arms leadership at the International Convention should be
paid by RI in accordance with the RI Travel and Expense Policy. The International
Convention sergeants-at-arms budget shall typically include the expenses of one chief
sergeant-at-arms; ten assistant chief sergeants-at-arms; ten deputy sergeants-at-arms.

However, in the case of conventions in excess of 20,000 registrants, the general secretary,
working with the convention chief sergeant, may authorize more sergeants to be funded by
the convention budget. The number of deputy sergeants-at-arms should be increased, at
cost to RI, by a ratio of one sergeant-at-arms per every 1000 attendees for all international
conventions with a pre-registered attendance number greater than 22,000 people up to a
maximum of 13 additional sergeants-at-arms. Expenses shall include transportation to and
from the convention, accommodations, meals, registration fees and incidentals for the chief
sergeant-at-arms and assistant chief sergeants-at-arms, and their partners while serving as
sergeant-at-arms. Expenses for the deputy sergeants-at-arms shall include accommodations,
meals, incidentals and registration fee. (January 2012 Mtg., Bd. Dec. 201)

Source: June 2001 Mtg., Bd. Dec. 405; November 2007 Mtg., Bd. Dec. 86; Amended by November 2007 Mtg., Bd. Dec. 87; November
2010 Mtg., Bd. Dec. 81; January 2012 Mtg., Bd. Dec. 201

Cross References

61.010. Manuals for Sergeants-at-Arms

57.080. International Convention Committee

57.080.1. Appointment and Qualifications of Convention Committee Chair

The Executive Committee of the Board will review eligible candidates for International
Convention Committee chair and select ten diverse candidates in July each year to be
shared with the president-nominee, who will make the final selection.
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The chair of the convention committee shall be selected in accordance with the following
criteria:

1. Within the last 10 years has served on the RI Board of Directors or on an RI or TRF
committee approved by the Board or Trustees.

2. Has knowledge of and experience in planning Rotary International Conventions.

3. Shall not be a member of or adviser to the Host Organization Committee or appointed

to the preceding year’s International Convention Committee.

4. Is sufficiently healthy to perform the duties of the office.

5. Preferably has the ability to communicate in English. (October 2019 Mtg., Bd. Dec. 29)
Source: January 1966 Mtg., Bd. Dec. 90; May-June 1977 Mtg., Bd. Dec. 362; Amended by November 1999 Mtg., Bd. Dec. 197;
February 2007 Mtg., Bd. Dec. 166; October 2015 Mtg., Bd. Dec. 67; May 2019 Mtg., Bd. Dec. 178; October 2019 Mtg., Bd. Dec. 29

57.080.2. Continuity of Convention Committee

The chair of a Convention Committee may attend meetings of the prior year's Convention
Committee as an observer. Such future chair shall attend the convention preceding the
convention for which such chair has been appointed to serve at Rotary International’s
expense; and meet with the president-nominee and host organization representatives 28-30
months prior to the convention for which such chair has been appointed. (January 2012
Mtg., Bd. Dec. 201)
Source: November 1976 Mtg., Bd. Dec. 122; July 1991 Mtg., Bd. Dec. 39; Amended by November 1999 Mtg., Bd. Dec. 197; January
2012 Mtg., Bd. Dec. 201

57.080.3. Duties of Convention Committee

The Convention Committee shall assist the president in planning and implementing the
program of the convention and shall establish an attendance target for promotional
purposes, but not for budgeting purposes. This should be done in close association with
the general secretary and the Host Organization, who are responsible to the Convention
Committee. The Convention Committee will advise, receive instructions from, and work
with the president of the relevant year to include such president's desires and ideas in the
program format. The final authority will be the Board. The members of the Convention
Committee will be official participants of the convention. (October 2015 Mtg., Bd. Dec.
65)
Source: May-June 1977 Mtg., Bd. Dec. 362; Amended by November 1999 Mtg., Bd. Dec. 197; July 2007 Mtg., Bd. Dec. 15; November
2007 Mtg., Bd. Dec. 87; October 2015 Mtg., Bd. Dec. 65

57.080.4. Convention Committee Meeting at Prior Convention

As a standard practice for Conventions, the International Convention Committee shall hold
a brief meeting following the convention held immediately prior to the convention year for
which they are planning. (June 1998 Mtg., Bd. Dec. 348)

Source: May-June 1986 Mtg., Bd. Dec. 45

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57.090. Public Relations

57.090.1. Importance of Public Relations

The general secretary, in cooperation with Host Organization, shall endeavor to provide
qualified local public relations support, approximately three months before the convention
through the duration of the convention. (November 1999 Mtg., Bd. Dec. 197)
Source: May-June 1981 Mtg., Bd. Dec. 406; Amended by November 1999 Mtg., Bd. Dec. 197

57.090.2. Financing for Convention Publicity

Convention public relations activity should be financed within the RI annual budget.
(November 1999 Mtg., Bd. Dec. 197)

Source: October-November 1980 Mtg., Bd. Dec. 156; Amended by November 1999 Mtg., Bd. Dec. 197

57.090.3. Convention Press Bureau

The Convention provides a significant opportunity to publicize Rotary and provide
Rotarians attending the meeting with valuable encouragement and guidance for their club
and district public relations activities. The general secretary, depending on the
circumstances in each country hosting the convention, shall assign sufficient staff for press
work at each Convention. (November 1999 Mtg., Bd. Dec. 197)

Source: November 1987 Mtg., Bd. Dec. 153; Amended by November 1999 Mtg., Bd. Dec. 197

57.100. Finances

57.100.1. Convention Budget

The convention budget shall be prepared on realistic cost and revenue figures based upon
the following regional convention attendance estimates, effective with the 2018 RI
Convention:

 Asia: 25,000
 North America: 17,000
 Europe: 17,000
 Australia: 17,000
 South America: 14,000
 Africa: 10,000 (October 2015 Mtg., Bd. Dec. 65)

Source: February 1988 Mtg., Bd. Dec. 318; January 2010 Mtg., Bd. Dec. 151; Amended by November 1999 Mtg., Bd. Dec. 197;
October 2015 Mtg., Bd. Dec. 65

57.100.2. Board Review of Budget for Ensuing Convention

The general secretary shall report promptly to the Board any and all known or expected
significant variances in budgeted income and expense. (November 2007 Mtg., Bd. Dec. 87)

Source: February 1988 Mtg., Bd. Dec. 273; Amended by May 2003 Mtg., Bd. Dec. 325; November 2007 Mtg., Bd. Dec. 87
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57.100.3. Convention to Be Self-Supporting

The Convention budget shall be balanced. Therefore, the costs associated with the holding
of the annual Rotary International Convention shall be covered by the revenue collected
from registration fees, booth rental, ticket sales, sponsorship and other acceptable means
of revenue. (October 2015 Mtg., Bd. Dec. 66)

Source: November 1999 Mtg., Bd. Dec. 197; Amended by October 2015 Mtg., Bd. Dec. 66; Affirmed by March 2005 Mtg., Bd. Dec.
258

57.100.4. Convention Attendance Expenses Paid by RI

a) The convention budget shall cover the expenses of the following persons attending the
convention of Rotary International and as such be designated official participants:
 President and partner (to be funded by the current year convention budget)
 General secretary and partner (to be funded by the current year convention budget)
 Sergeants-at-arms and partners (includes chief and assistant chief SAAs) (to be
funded by the current year convention budget)
 Following year convention chief sergeant-at-arms (to be funded by the following
year convention budget)
 Future Year Convention Committee Chair (to be funded by the current year
convention budget)
 Deputy sergeants-at-arms (hotel, registration fee, and meals only)
 Current year Convention Committee and partners (to be funded by the current year
convention budget)
 Secretariat staff as assigned by the general secretary to support the convention
activities
 Any person assigned by the president or the Board to a place on the program of the
convention, but who is not included in the above, may have his/her expenses paid
by RI with the approval of the president

b) The Rotary Foundation shall pay the expenses of the following persons attending the
convention of Rotary International:
 Trustee chair and partner
 Trustee chair’s aide and partner
 Trustees and partners
 Incoming trustees and partners
 Trustee chair-elect’s aide and partner
 Past Trustee chair who has not served as an RI president and partner
 Secretariat staff as assigned by the general secretary to other Foundation functions
held in conjunction with the convention

c) RI shall pay the expenses of the following persons attending the convention of Rotary
International from the appropriate budget:
 President’s aide and partner
 President-elect and partner
 President-elect’s aide and partner
 President-nominee and partner
 President-nominee’s aide and partner
 Directors and partners
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 Directors-elect and partners

 Past Presidents (non-trustee) and partners
 Secretariat staff as assigned by the general secretary to other organizational
functions held in conjunction with the convention
 Current year’s President’s immediate family, provided that the expenses of no more
than 20 such members are paid by RI over a two-year period for the same officer
serving first as president-elect and then as president at two consecutive conventions
 Following year’s President-elect’s immediate family, provided that the expenses of
no more than 20 such members are paid by RI over a two-year period for the same
officer serving first as president-elect and then as president at two consecutive
conventions (September 2016 Mtg., Bd. Dec. 26)

Source: November 2007 Mtg., Bd. Dec. 87; Amended by November 2008 Mtg., Bd. Dec. 29; January 2012 Mtg., Bd. Dec. 201;
September 2016 Mtg., Bd. Dec. 26

57.100.5. Convention Expenses Not Covered in Convention Budget

The following convention expenses not covered in the Rotary International convention
budget shall be covered in the appropriate Rotary International or Rotary Foundation
budgets:

a) International Institute
b) Production of the Convention Proceedings
c) Preconvention events of The Rotary Foundation (expenses to be borne by the budget of
The Rotary Foundation)
d) The convention balloting and credentialing process
e) Press center and media relations
f) Youth Exchange preconvention meeting expenses
g) Rotaract preconvention meeting expenses (January 2015 Mtg., Bd. Dec. 117)
Source: November 1999 Mtg., Bd. Dec. 197; Amended by November 2007 Mtg., Bd. Dec. 87; January 2012 Mtg., Bd. Dec. 201;
January 2012 Mtg., Bd. Dec. 227; October 2014 Mtg., Bd. Dec. 70. See also August 2000 Mtg., Bd. Dec. 89

57.100.6. Convention Expense Reserve Fund

There shall be, as an appropriated fund balance, a reserve fund for net convention loss of a
minimum of US$500,000, with the understanding that no convention budget should be
deliberately established so as to anticipate subvention by this amount. Such reserve fund is
intended to reduce the impact of conventions on RI’s general administrative reserve funds.

In the event that a convention’s revenues exceed expenses, the convention expense reserve
fund shall be increased by the excess amount. Amounts in this reserve fund exceeding
US$500,000 may be used to reduce the cost of future RI Conventions. The reserve fund
will be reduced by such amounts utilized in this manner.

Funds allocated to the convention reserve in excess of those needed to protect against future
convention losses should be utilized to reduce future convention registration fees.

If the convention reserve exceeds US$6,500,000 at the time of a convention committee’s

first official meeting, that committee may, to reduce convention registration fees, utilize a
portion of the convention reserve in an amount equal to the budgeted cost of direct staff
support. Note: effective beginning with the 2020 (Honolulu) Convention.
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The reserve fund may be used for the following items to reduce the cost of future RI
Conventions recommended by the International Convention Committee to the board for
approval:

a) Salary Allocation for Direct Staff Support (provided the convention reserves exceed
US$6.5 million)
b) Live Streaming for paid registrants (currently only for 2020 convention)
c) Emergency change of venue
d) Budget relieving enhancements of Meetings and Events Infrastructure
e) Modified Critical Criteria
f) Pilot Program Services (that may be successful or not)

Utilization of Surplus Funds during the year of the Convention

The President and Convention Chair, with consideration from the International Convention
Committee and the General Secretary, may create a wish list of items that will further
enhance the experience of the attendees provided the General Secretary projects a surplus.
Enhancements of the program that would increase the expenses over US$500,000 will
require approval from the board. (October 2019 Mtg.,Bd. Dec. 29)

Source: November 1983 Mtg., Bd. Dec. 113; Amended by October 1985 Mtg., Bd. Dec. 109; March 2005 Mtg., Bd. Dec. 258; October
2018 Mtg., Bd. Dec. 54; April 2019 Mtg., Bd. Dec. 134; October 2019 Mtg., Bd. Dec. 29

57.110. Program Features

In the selection of program features and convention speakers, consideration should be given to
their worldwide publicity value as well as to the practicality of subject matter and its relationship
to the work of clubs and RI’s aims. (January 2012 Mtg., Bd. Dec. 201)
Source: January 1973 Mtg., Bd. Dec. 169; Amended by November 1999 Mtg., Bd. Dec. 197; January 2012 Mtg., Bd. Dec. 201

57.110.1. Plenary Sessions

All plenary sessions should be directed to achieve the purposes stated in Rotary Code
section 57.010. Speakers should be knowledgeable regarding Rotary and speak on subjects
related to Rotary. Major speakers should be advised to relate their topics to Rotary,
especially if they are non-Rotarians. Plenary presentations shall be consistent with the RI
Strategic Plan. Speakers should be secured as early as feasible, preferably one year prior
to the convention for promotional purposes. (January 2012 Mtg., Bd. Dec. 201)
Source: May-June 1977 Mtg., Bd. Dec. 362; Amended by November 1999 Mtg., Bd. Dec. 197; November 2007 Mtg., Bd. Dec. 87;
January 2011 Mtg., Bd. Dec. 127

57.110.2. Program Elements

a) Breakout Sessions
Content for the Convention breakout program should reflect the strategic priorities of the
organization. In addition, the breakout program shall include a team-building and
motivational session for club presidents-elect.

b) Workshop on The Rotary Foundation

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A workshop on The Rotary Foundation shall be convened during the course of the
International Convention.

c) Report of Balloting Arrangements Committee

The report of the balloting arrangements committee to the convention shall be in summary
form. At the time of presentation, the chair of the committee shall announce that copies of
the detailed report will be available immediately following the plenary session at which the
summary report is given. (October 2018 Mtg., Bd. Dec. 57)
Source: November 1979 Mtg., Bd. Dec. 232; June 2007 Mtg., Bd. Dec. 289; January 2012 Mtg., Bd. Dec. 201; October 2018 Mtg.,
Bd. Dec. 57

57.110.3. Other Activities

a) Rotaract Preconvention
The annual Rotaract preconvention, as part of the official convention program, should
occur all day the Friday and Saturday before the convention commences. The
preconvention shall be conducted in accordance with RI policy regarding convention
operations and procedures. The preconvention shall include a separate district Rotaract
representative training session. The general secretary is requested to provide staff support
for such meeting. The program shall be arranged and implemented by RI and should
include discussion of issues identified by the Rotaract Committee. (October 2019 Mtg.,
Bd. Dec. 57)

Source: May 1988 Mtg., Bd. Dec. 391; November 2002 Mtg., Bd. Dec. 112; March 2005 Mtg., Bd. Dec. 214;; June 2010 Mtg., Bd.
Dec. 214; January 2017 Mtg., Bd. Dec. 87; June 2017 Mtg., Bd. Dec. 176; October 2019 Mtg., Bd. Dec. 57

b) Youth Exchange Officers Preconvention

The annual Youth Exchange officers preconvention, as part of the official convention
program, should occur all day the Friday and Saturday before the convention commences.
The preconvention shall be conducted in accordance with RI policy regarding convention
operations and procedures. The general secretary is requested to provide staff support for
such meeting. The program shall be arranged and implemented by RI. The President-elect
may appoint a convener to help prepare the content and social activities for the
Preconvention. The convener should be a person knowledgeable about the Youth
Exchange program from the host district or host country. (October 2019 Mtg., Bd. Dec.
58)

Source: June 1976 Mtg., Bd. Dec. 50; November 1990 Mtg., Bd. Dec. 91; Amended by January 2017 Mtg., Bd. Dec. 87; June 2017
Mtg., Bd. Dec. 176; October 2019 Mtg., Bd. Dec. 58

c) Unofficial Affiliate Events

Unofficial Affiliate Events (UAEs) may be held in competition with host events.

The president shall not be expected to attend affiliate events due to considerable duties at
Conventions. The president may send a current director as a representative to any such
event. (June 2008 Mtg., Bd. Dec. 227)

Source: November 1990 Mtg., Bd. Dec. 88; Amended by January 2008 Mtg., Bd. Dec. 167; June 2008 Mtg., Bd. Dec. 227
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d) Rotary Fellowship Activities

See Section 42.020.

57.110.4. Preconvention Governance

Editor’s note: This section becomes effective for the 2020 convention
a. All preconvention events, including international institutes and any events requested by
the Trustees, shall be planned and implemented under the supervision of the Convention
Committee;

b. Chairs or conveners identified to lead each preconvention event shall operate under the
supervision of the Convention Committee and shall report event plans and progress to
the Convention Committee chair;

c. All preconvention events for a particular convention shall be proposed and approved at
the first official Convention Committee meeting, which is typically held 18 to 24
months before the convention. (October 2018 Mtg., Bd. Dec. 54)

Source: October 2018 Mtg., Bd. Dec. 54

57.110.5. Simultaneous Interpretation

While the official language of RI is English, the Convention Committee shall provide
simultaneous interpretation for five Rotary languages: French, Japanese, Korean,
Mandarin, Portuguese, and Spanish, and any additional languages that are appropriate for
the host country. The Convention Committee shall determine the initial interpretation
languages that should be included in the final budget recommendation. The Convention
Committee may also provide simultaneous interpretation if the registration numbers at the
December registration deadline warrant adding such simultaneous interpretation and if
space and budgetary constraints allow RI to do so.

The provision of simultaneous interpretation and the translation of printed matter in

languages at convention ancillary meetings shall be determined by the RI president, based
on recommendations from the general secretary in consultation with the convention chair.
These recommendations will be based upon the location of the convention and the pre-
registered attendance by language. Ancillary meetings are defined as official pre- or post-
convention meetings but do not include the International Institute. (October 2019 Mtg.,
Bd. Dec. 29)

Source: November 2002 Mtg., Bd. Dec. 112; Amended by June 2007 Mtg., Bd. Dec. 289; November 2007 Mtg., Bd. Dec. 87;
November 2008 Mtg., Bd. Dec. 83; September 2017 Mtg., Bd. Dec. 24; October 2019 Mtg., Bd. Dec. 29

57.110.6. Convention Exhibit Space

Booth space is provided at the International Convention for the core groups as detailed
below:

a. Club and District Projects Exhibitions: A special area will be provided to exhibit
exemplary projects, with the provisions that no requests for financial support be allowed
and no sales of products or merchandise be allowed from this area.
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b. Global Networking Groups

See Sections 42.010. and 42.020.

c. Licensed Rotary Emblem Merchandise Vendors

d. Secretariat Services: Booth space will be allocated to the RI Secretariat for providing
resources and information on RI and TRF programs and emphases

e. General Services: Appropriate display areas may be provided to those vendors or entities
that have entered into an agreement and/or contract with RI requiring them to provide a
service to convention attendees, or specifically allowing them to make use of exhibit space
at the International Convention

f. Non-Rotary Organizations
See Section 57.110.7. (January 2012 Mtg., Bd. Dec. 201)

Source: November 1990 Mtg., Bd. Dec. 89; February 2004 Mtg., Bd. Dec. 190; Amended by November 1999 Mtg., Bd. Dec. 197;
November 2006 Mtg., Bd. Dec. 35; November 2007 Mtg., Bd. Dec. 87; January 2012 Mtg., Bd. Dec. 201

57.110.7. Guidelines for Non-Rotary Organizations Exhibiting at Convention

RI provides space at conventions for exhibiting Rotary service projects and fellowship
activities, and official licensee merchandise. As space permits, RI shall also make
available to RI/TRF partners, UN agencies and other key international organizations with
which RI has official status the opportunity to exhibit at conventions, provided that

a) the agreement between the partner and RI/TRF includes the opportunity to exhibit

b) the organization's exhibit will not involve fund-raising or on-site sales

Preference shall be given to strategic partners. Project partners with a direct affiliation to
a Rotary club or district may apply for space through the Club and District Project
Exhibition. Organizations exhibiting at the RI Convention shall pay a rental fee for the
space provided of 50% of the rental fees charged to RI's licensed vendors of RI
merchandise. This policy shall be applied to RI presidential conferences, when space
permits.

RI/TRF partners, UN agencies and other key international organizations with which RI has
official status that have purchased booth space will be provided up to six complimentary
registration badges per booth allowing full access to all convention events on the same
basis as other paid registrants. Representatives from these organizations who are Rotarians
shall register for the convention and pay the corresponding convention registration fees
established by the Board. (January 2012 Mtg., Bd. Dec. 201)

Source: June 2001 Mtg., Bd. Dec. 404; November 2006 Mtg., Bd. Dec. 93; Amended by February 2004 Mtg., Bd. Dec. 190; November
2007 Mtg., Bd. Dec. 87; January 2009 Mtg., Bd. Dec. 132; May 2011 Mtg., Bd. Dec. 206; January 2012 Mtg., Bd. Dec. 201

57.110.8. Materials Language Support

The convention program and transport guide shall be provided in English, French, Japanese,
Korean, Mandarin, Portuguese, and Spanish.
Rotary Code of Policies 368
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All other convention publications will be provided in English with additional languages to
be determined based upon the proposed audience. The program book may also be offered
in additional languages if the pre-registered attendance of the associated language group is
equal to or greater than 5% of the total pre-registered convention attendance and the
increased costs are within budgetary constraints.

Depending on the convention location and attendance by language, additional languages

for convention printed materials or publications will be determined by the RI president,
based on recommendations from the general secretary in consultation with the convention
chair. (October 2019 Mtg., Bd. Dec. 29)

Source: November 2002 Mtg., Bd. Dec. 112; Amended by November 2007 Mtg., Bd. Dec. 87; October 2019 Mtg., Bd. Dec. 29

57.110.9. Formal Introductions

Current and incoming members of the Board, with their partners, shall be introduced during
the RI Convention. Past presidents, with their partners, shall be introduced during one of
the plenary sessions of each RI Convention. Current and incoming Trustees of The Rotary
Foundation, with their partners, shall be introduced at one of the plenary sessions of each
RI Convention. (January 2012 Mtg., Bd. Dec. 201)

Source: November 2005 Mtg., Bd. Dec. 94; Amended by February 2007 Mtg., Bd. Dec. 166; January 2012 Mtg., Bd. Dec. 201

57.110.10. Reserved Seating

Reserved seats at convention plenary sessions will be held in accordance with Board-
approved protocol (RCP 26.050, RCP 61.040). Reserved seating is customarily provided
for each member of the immediate family of the Rotarian entitled to sit in the reserved
section, except in the case of voting delegates.

Except for those seats permanently reserved, any unused reserved seats are opened for
general seating five minutes before each session commences. Permanently reserved seats
are for

 RI president, president-elect, and president-nominee and their partners and families

 Past, present, and incoming RI directors and their partners or guests
 Past, present, and incoming trustees and their partners or guests
 Past RI presidents and their partners or guests
 Past and present general secretaries and their partners or guests
 Aides to the RI president, the RI president-elect, and the RI president-nominee and
their partners or guests
 Partners of deceased past general officers of RI and their guests
 RIBI officers and their partners or guests
 International Convention Committee members and their partners or guests
 Chief sergeant-at-arms and partner or guest
 Future ICC members and their partners or guests
 Convention Promotion Committee members and their partners or guests
 Arch C. Klumph Society members
 Level 4 Major Donors
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 Credentialed external and Rotary media

 Others whom the RI president, ICC chair, or sergeant at arms consider appropriate

Reserved group seating will not be provided for district governors, governors-elect, past
governors, RI and Rotary Foundation committee members, advisers, representatives,
training leaders, group and regional leaders (including Rotary coordinators, Rotary public
image coordinators, and regional Rotary Foundation coordinators).

Reserved seating for voting delegates will be provided at appropriate plenary sessions
when necessary. (October 2019 Mtg., Bd. Dec. 29)

Source: November 2007 Mtg., Bd. Dec. 87; Amended by November 2010 Mtg., Bd. Dec. 38; May 2011 Mtg., Bd. Dec. 182; January
2012 Mtg., Bd. Dec. 201; October 2013 Mtg., Bd. Dec. 53; October 2019 Mtg., Bd. Dec. 29

57.110.11. Elections at the International Convention

The Board, consistent with RI Bylaws section 6.010., which provides that no election of
officers is necessary at the annual convention if the Board determines that the selection of
the officers has otherwise been completed in accordance with the bylaws, agrees that there
is an ongoing presumption that officer selections have been completed in accordance with
the RI Bylaws, unless otherwise determined by the Board as to the selection of a particular
officer. (January 2020 Mtg., Bd. Dec. 85)

Source: October 2019 Mtg., Bd. Dec. 49

Cross References

35.040.3. Event Specific Uses of the Rotary Marks

35.050.1. Accurate Reproduction of the Rotary Marks on Merchandise

57.120. Role of Paid Official Participants and Partners

The official participants represent RI or its Foundation in their official capacity at assigned events;
participate in plenary sessions, workshops or forums and, as assigned, as speakers, moderators or
panelists; participate in preconvention meetings such as the International Institute, Youth
Exchange Officers, Rotaract, and any other approved preconvention activities; participate in RI
luncheons, dinners and other social events; attend meetings which may be held during the
convention; and discharge such other responsibilities as the president, president-elect, trustee chair,
or Board may assign.

Partners of official participants at the convention shall participate in: plenary sessions of the
convention; formal luncheons and dinners; discussion workshops and forums regarding RI
programs and initiatives; and the International Institute. (May 2015 Mtg., Bd. Dec. 166)
Source: November 1994 Mtg., Bd. Dec. 97; Amended by February 2004 Mtg., Bd. Dec. 190; November 2007 Mtg., Bd. Dec. 87; May 2015 Mtg.,
Bd. Dec. 166
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57.120.1. Board Members as Club Delegates to Convention

As a matter of principle, a member of the Board should not serve as a club delegate in the
International Convention and thus deprive the convention of additional, independent
thinking and contributions and also deprive other qualified Rotarians of the privilege of
serving in this capacity. (June 1998 Mtg., Bd. Dec. 348)
Source: January 1959 Mtg., Bd. Dec. 94

57.130. Role of General Secretary for International Conventions

Prior to the appointment of the Convention Committee, the general secretary will act as the liaison
to the president and the RI Board in all matters concerning the convention and shall act as liaison for
the host organization and host city municipal officials. During this period, the general secretary will
act as the principal contact to the host organization.

As soon as feasible after the Board has determined the city in which the convention is to be held, the
general secretary shall proceed to the city selected and negotiate contracts for RI with the close
cooperation of the host organization and the city administration or private parties, for a sufficient
hotel room block to guarantee accommodations for the probable attendance. The general secretary
shall meet with the board of directors of the host organization and carefully review with it all
convention organization plans.

In fulfilling responsibilities for the International Convention, the general secretary is responsible for
all logistical, programmatic and administrative duties related to the International Convention and
approved adjunct meetings. Responsibilities are detailed in the Manual for the International
Convention. (January 2012 Mtg., Bd. Dec. 201)
Source: June 2007 Mtg., Bd. Dec. 289; January 2012 Mtg., Bd. Dec. 201

57.140. Post-Convention Activities

57.140.1. Convention Proceedings

The Convention Proceedings shall contain a record of the proceedings of the convention,
the annual report of the general secretary, the annual report of the treasurer, and the report
of the Trustees of The Rotary Foundation.

The Convention Proceedings shall be made available in an electronic version. Gratis

copies shall be sent only to governors, governors-elect, present and past RI officers, and
current RI committee members upon request.

The Convention Proceedings shall be preserved in the RI archives, along with a video of
all plenary sessions. (May 2012 Mtg., Bd. Dec. 244)

Source: January 1964 Mtg., Bd. Dec. 137. Amended by May-June 1987 Mtg., Bd. Dec. 394; January 2012 Mtg., Bd. Dec. 227; May
2012 Mtg., Bd. Dec. 244. See also August 2000 Mtg., Bd. Dec. 89
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57.150. Miscellaneous International Convention Matters

57.150.1. Solicitation of Sponsors for RI Conventions

The RI Board has authorized the solicitation of sponsors for RI Conventions by both RI and
Host Organizations, subject to the approval, on a case by case basis, of the general secretary in
consultation with the RI president (when known) who presides over the convention and in
compliance with existing Board policy, the “Guidelines for Sponsorship of RI Meetings,
Events, Projects and Programs” (Code 36.010.), the “RI and TRF Guidelines for Use of the
Rotary Marks by Other Organizations” (Code 33.030.15.), the “Guidelines for Rotary Clubs,
Rotary Districts and Other Rotary Entities for Interacting with Other Organizations” (Code
44.020.) and the RI Manual for Conventions. (October 2019 Mtg., Bd. Dec. 61)

Source: October 1998 Mtg., Bd. Dec. 86; Amended by September 2017 Mtg., Bd. Dec. 24; October 2019 Mtg., Bd. Dec. 61

57.150.2. Convention Logo

No convention logo shall contain the trademark of another entity. Only one official logo
shall be approved for each convention. Any variations from the approved convention logo
must be approved by the RI president for the year of the convention on an individual basis.
(January 2009 Mtg., Bd. Dec. 164)

Source: June 2007 Mtg., Bd. Dec. 289; Amended by November 2007 Mtg., Bd. Dec. 87; January 2009 Mtg., Bd. Dec. 164


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June 2020

Article 58. International Assembly

58.010. Guidelines and Minimum Standards

58.020. Scheduling
58.030. International Assembly Committee
58.040. Attendance and Participants’ Responsibilities
58.050. Training, Programs and Sessions
58.060. Publications
58.070. Finances

58.010. Guidelines and Minimum Standards

The general secretary shall maintain a manual for the International Assembly based on current RI
policies and procedures for the International Assembly.

The general secretary shall review the International Assembly manual annually and provide
suggested revisions to the Board, if required.

The general secretary is authorized to revise the Manual for the International Assembly as needed,
provided that all proposed changes are distributed to the Board for review one month before they
take effect, and that any proposed changes objected to by a director be reviewed by the Board at
its next meeting.

It is understood that the general secretary may authorize variances from these standards in certain
circumstances. (January 2013 Mtg. Bd. Dec. 140)

Source: November 1987 Mtg., Bd. Dec. 76; Amended by May 2000 Mtg., Bd. Dec. 412; June 2007 Mtg., Bd. Dec. 290; January 2012 Mtg., Bd.
Dec. 201; January 2013 Mtg., Bd. Dec. 140

58.020. Scheduling
The general secretary is requested to book dates at least five years in advance for future
International Assemblies at a suitable venue. (June 1998 Mtg., Bd. Dec. 348)

Source: January-February 1989 Mtg., Bd. Dec. 193

58.030. International Assembly Committee

The president shall appoint an annual International Assembly Committee of members selected by
the president-elect to assist in planning and implementing the overall operations of the
International Assembly. (May 2000 Mtg., Bd. Dec. 412)

Source: November 1990 Mtg., Bd. Dec. 106; Amended by May 2000 mtg., Bd. Dec. 412
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58.040. Attendance and Participants’ Responsibilities

58.040.1. Guidelines for Attendance

The International Assembly is a special purpose meeting. Therefore, attendance is
mandatory for participants. Participants are encouraged to bring their partners. The
president-elect is authorized to determine whether persons other than participants and their
partners, for whom special requests are made to attend the assembly, also may accompany
designated participants. (April 2018 Mtg., Bd. Dec. 155)

Source: January 1975 Mtg., Bd. Dec. 96; Amended by May 2000 Mtg., Bd. Dec. 412; February 2004 Mtg., Bd. Dec. 189; June 2004
Mtg., Bd. Dec. 236; April 2018 Mtg., Bd. Dec. 155. Affirmed by October 2003 Mtg., Bd. Dec. 61

58.040.2. Delineation of General Responsibilities

The roles and responsibilities of the RI volunteer leadership for the following positions at
the International Assembly are detailed in the Manual for the International Assembly.

 Directors
 Directors-elect
 Past Presidents
 International Assembly Moderator
 International Assembly Assistant Moderator
 Chief Sergeant-at-Arms
 Sergeant-at-arms and Partners
 First Aid Officer
 Partners of President, President-elect, President-nominee, Directors, Directors-elect,
Trustees of The Rotary Foundation, Incoming Trustees, RIBI Vice President, RIBI
Vice President-elect, and RI Training Leaders
 Training Leaders
 Seminar Trainers (October 2018 Mtg., Bd. Dec. 34)

Source: January 2012 Mtg., Bd. Dec. 201; Amended by October 2018 Mtg., Bd. Dec. 34

58.040.3. Sergeants-at-Arms Appointment Rotation Schedule for International Assembly

The appointment of the sergeants-at-arms for the International Assembly shall be on a
rotation schedule with the following guideline:

The chief sergeant at the assembly shall have been one of the sergeants appointed to serve
at the immediate past assembly. (May 2003 Mtg., Bd. Dec. 390)

Source: June 2001 Mtg., Bd. Dec. 405; Amended by May 2003 Mtg., Bd. Dec. 390

58.040.4. Presiding Duties of President and President-elect

The president and president-elect shall demonstrate their commitment to the importance of
the International Assembly by sharing the presiding functions at each plenary session of
the International Assembly. However, the president-elect may appoint additional presiders
for plenary sessions and major activities at the International Assembly. (May 2000 Mtg.,
Bd. Dec. 412)

Source: November 1997 Mtg., Bd. Dec. 107; July 1991 Mtg., Bd. Dec. 40; August 1999 Mtg., Bd. Dec. 72; Amended by May 2000
Mtg., Bd. Dec. 412
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58.040.5. President-elect as Chair

The president-elect shall be the chair of the International Assembly committee, or any other
committee or group assigned to plan, design, prepare or implement the International
Assembly. (May 2000 Mtg., Bd. Dec. 412)

Source: July 1991 Mtg., Bd. Dec. 40; Amended by May 2000 Mtg., Bd. Dec. 412. See also COL 98-120

58.040.6. Appointment of Assembly Moderator

The International Assembly moderator in any year shall be appointed by the president-
nominee who will be in charge of that year’s International Assembly.

The Executive Committee of the Board will review eligible candidates for International
Assembly moderator and select ten diverse candidates in July each year to be shared with
the president-nominee, who will make the final selection. (October 2019 Mtg., Bd. Dec.
29)

Source: October 1998 Mtg., Bd. Dec. 104; Amended by May 2000 Mtg., Bd. Dec. 412; May 2019 Mtg., Bd. Dec. 178

58.040.7. Selection Criteria of Assembly Leadership Roles

Several leadership roles are selected annually by the president-elect. The qualifications are
detailed in the Manual for the International Assembly for the following:
 International Assembly Moderator
 International Assembly Assistant Moderator
 Chief Sergeant-at-Arms
 Sergeant-at-arms and Partners
 First Aid Officer
 Training Leaders, in consultation with the president and moderator
 Seminar Trainers, in consultation with the moderator (January 2012 Mtg., Bd. Dec.
201)

Source: January 2012 Mtg., Bd. Dec. 201

58.040.8. Partner Discussion Session Leaders

Prior to conducting partner discussion sessions, partners who will lead such sessions should
receive appropriate orientation in facilitating the sessions. (June 1998 Mtg., Bd. Dec. 348)

Source: June 1996 Mtg., Bd. Dec. 306(4)

58.040.9. Role of the General Secretary

In fulfilling responsibilities for the International Assembly, the general secretary is
responsible for all logistical, programmatic and administrative duties related to the
International Assembly, Leaders’ Seminar and approved adjunct meetings.
Responsibilities are detailed in the Manual for the International Assembly. (January 2012
Mtg., Bd. Dec. 201)

Source: February 2006 Mtg., Bd. Dec. 171; January 2012 Mtg., Bd. Dec. 201
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58.040.10. Children at Assembly

The purpose of the Assembly is to provide Rotary education, instruction in administrative
duties, motivation, and inspiration to governors-elect. Minor children (under the age of
18) of governors-elect are permitted to attend the International Assembly at no cost to
Rotary, and must be under the care and supervision of their parents or legal guardians, or
supervision provided by another adult at the direction of their parents or legal guardians.
Caregivers designated by the parent or legal guardian cannot be official participants of the
International Assembly.

Children and their caregivers may attend meal events (group meals and ticketed events) if
the governor-elect registers them for the meal plan and/or purchases tickets for ticketed
events which will be sold on a space-available basis. Children may attend the general
sessions, but are not permitted to attend the breakout sessions. (January 2018 Mtg., Bd.
Dec. 105)
Source: January 2018 Mtg., Bd. Dec. 105

58.040.11. Regional Magazine Editors

Rotary International regional magazine editors are recognized as official participants of the
International Assembly, at no cost to RI, with rights to be observers at plenary sessions,
appropriate luncheons and dinners, receptions, and other social occasions. (February 2003
Mtg., Bd. Dec. 194)

Source: June 1995 Mtg., Bd. Dec. 274

58.040.12. Observers at International Assembly

Current and past district governors and their guests, and immediate family members of
participants shall be permitted to register to attend the Assembly at no cost to RI. Observer
registration will grant them access to attend the plenary sessions to the extent that space is
available. Observers shall be permitted to purchase the full general dining plan and tickets
to ticketed meal events on a space available basis. Observers will not be permitted to attend
breakout sessions. If DGEs’ children under the age of 18 are expected to attend general
sessions, general dining or ticketed meal events under the supervision of caregivers, their
caregivers are also required to be registered and have the appropriate meal plan and tickets
purchased.

Priority will be given to house children of DGEs and their caregivers in the same hotel as
the assembly, if requested, although no guarantees will be offered for placement in
adjoining rooms, rooms on the same floor, or the same category of room. When the RI
contracted hotel room inventory is exhausted, DGEs may seek alternate accommodations
for their family members, however, DGEs and their partners are expected to stay in the
hotel where the assembly takes place as part of being an official participant. RI staff are
available to assist in suggesting nearby hotels if needed.

The general secretary shall permit observers as defined above to register until the available
space, as determined by the general secretary, is filled. A registration fee will be
determined by the general secretary on an annual basis to ensure that observer participation
is revenue neutral for the event. (April 2018 Mtg., Bd. Dec. 155)

Source: May 2011 Mtg., Bd. Dec. 219; Amended by January 2013 Mtg., Bd. Dec. 155; April 2018 Mtg., Bd. Dec. 155
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Cross References

61.010. Manuals for Sergeants-at-Arms

58.050. Training, Programs and Sessions

The instructional and informational programs shall be approved by the president-elect, as
recommended by the International Assembly moderator. Plenary presentations shall be consistent
with the RI Strategic Plan. (January 2012 Mtg., Bd. Dec. 201)

Source: July 1991 Mtg., Bd. Dec. 40; Amended by May 2000 Mtg., Bd. Dec. 412; January 2011 Mtg., Bd. Dec. 127; January 2012 Mtg., Bd. Dec.
201

58.050.1. Suggested Assembly Program Content

The Board has adopted suggested International Assembly program content to be addressed
within a five-day training agenda. The following are recommended topics:

a) President-elect message
b) Our Rotary values, including vocational service
c) Membership
d) The Rotary Foundation
e) Public Image
f) Projects and service
g) Rotary’s Administration Requirements

The following topic is required:

a) Youth Protection (September 2017 Mtg., Bd. Dec. 51)

Source: June 1996 Mtg., Bd. Dec. 301; July 1999 Mtg., Bd. Dec. 29; November 1999 Mtg., Bd. Dec. 213; November 2004 Mtg., Bd.
Dec. 108; Amended by March 2005 Mtg., Bd. Dec. 178; June 2008 Mtg., Bd. Dec. 255; September 2011 Mtg., Bd. Dec. 34; May 2012
Mtg., Bd. Dec. 298; October 2013 Mtg., Bd. Dec. 57; January 2017 Mtg., Bd. Dec. 86; September 2017 Mtg., Bd. Dec. 51

58.050.2. Simultaneous Interpretation/Language Support

The International Assembly shall be conducted primarily in English with simultaneous
interpretation provided during plenary sessions in Chinese, French, Italian, Japanese,
Korean, Portuguese, and Spanish. Discussion sessions at the International Assembly will
be held in English, French, Japanese, Korean, Portuguese, and Spanish. (January 2015
Mtg., Bd. Dec. 142)

Source: November 1990 Mtg., Bd. Dec. 103; Amended by May 2000 Mtg., Bd. Dec. 412; June 2006 Mtg., Bd. Dec. 254; January
2015 Mtg., Bd. Dec. 142

58.050.3. Partners Program

The Board recommends that the International Assembly include an informative program for
partners of governors-elect. The partner program should be complementary to the program
developed for governors-elect by featuring similar content, yet should be tailored to address
an audience with varying degrees of Rotary knowledge and experience.
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A pin has been developed to recognize partner program facilitators. (January 2013 Mtg.,
Bd. Dec. 140)

Source: November 2008 Mtg., Bd. Dec. 82; October 2012 Mtg., Bd. Dec. 100

58.050.4. Participants in Governor-elect Sessions

Participation in governor-elect discussion sessions is limited to training leaders, governors-
elect, and assigned Secretariat staff. No partners or other personnel are to be admitted to
the sessions without the express written consent of the president-elect. (January 2012 Mtg.,
Bd. Dec. 201)

Source: June 1996 Mtg., Bd. Dec. 306; Amended by May 2000, Bd. Dec. 412; February 2004 Mtg., Bd. Dec. 189; January 2012 Mtg.,
Bd. Dec. 201

58.050.5. Rotaractor Sessions

RI presidents-elect are requested to include Rotaractors in the International Assembly by
planning sessions to encourage collaboration between governors-elect and Rotaractors.
(January 2020 Mtg., Bd. Dec. 85)

Source: October 2019 Mtg., Bd. Dec. 57

58.050.6. Formal Introductions

The following individuals shall be introduced individually during one of the plenary
sessions:

Current and incoming members of the Board, with their partners

Past presidents, with their partners
Current and incoming Trustees of The Rotary Foundation, with their partners (January
2012 Mtg., Bd. Dec. 201)

Source: November 2005 Mtg., Bd. Dec. 94; Amended by January 2012 Mtg., Bd. Dec. 201

58.060. Publications

58.060.1. Assembly Materials Provided to Governors-elect

All assembly publications and materials shall be provided to the governors-elect at the
International Assembly in English, French, Japanese, Korean, Spanish, and Portuguese.
Specific content-related materials will be provided to the governors-elect in Italian. All
publications must have the prior approval of the assembly moderator, and the concurrence
of the president-elect. (June 2006 Mtg., Bd. Dec. 254)

Source: July 1991 Mtg., Bd. Dec. 40; Amended by May 2000 Mtg., Bd. Dec. 412; June 2006 Mtg., Bd. Dec. 254
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58.070. Finances

58.070.1. International Assembly Attendance Expenses Paid by RI and TRF

RI or The Rotary Foundation shall pay the expenses of the official participants to the
International Assembly defined below in accordance with the RI Travel and Expense
Policy.

1. Official participants for the International Assembly whose expenses are paid by RI
include:

a) President and partner

b) Aide to the president and partner
c) President-elect and partner
d) Aide to the president-elect and partner
e) President-nominee and partner
f) Aide to the president-nominee and partner
g) Directors and partners
h) Directors-elect and partners
i) General Secretary and partner
j) Governors-elect and partners
k) Moderator and partner
l) Assistant moderator and partner
m) Seminar Trainers and partners
n) Training leaders and partners
o) First Aid Officer
p) Sergeants-at-arms and partners (including Chief Sergeant-at-arms)
q) Convention chairs and partners (for following two conventions)
r) Secretariat staff as the general secretary in consultation with the president and
president-elect deem necessary
s) Any person assigned by the president-elect to a place on the program of the
Assembly, but who is not included in the above list
t) Any person approved by the president-elect to attend the assembly in a supporting
role as an official participant, in lieu of a partner.

2. Official participants for the International Assembly whose expenses are paid by The
Rotary Foundation include:

a) Trustees and incoming trustees and partners

b) Aides to the trustee chair and trustee chair-elect and partners
c) International PolioPlus Committee Chair
d) Secretariat staff as the general secretary in consultation with the president and
president-elect deems necessary

3. Those participants officially authorized to attend the International Assembly as an

official participant at no cost to Rotary International or its Foundation include:

a) Directors-nominee and partners

b) Officers and officers-nominee of the General Council of RIBI and partners
c) Chairs of committees of Rotary International and its Foundation and partners
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d) Past presidents of RI and partners

e) Past general secretaries and partners
f) Past Trustee chair who has not served as an RI president and partner
g) International Convention Host Organization chair and select Host Organization
members (Current fiscal year and following fiscal year)
h) Regional magazine editors
i) Past general officers of RI as observers
j) Current and past officers of RI as observers
k) Any exhibit personnel for exhibits as approved by the president-elect for a space
the Assembly venue (October 2018 Mtg., Bd. Dec. 34)

Source: May-June Mtg. 1947, Bd. Dec. 285; Amended by May 2000 Mtg., Bd. Dec. 412; June 2007 Mtg., Bd. Dec. 290; November
2008 Mtg., Bd. Dec. 29; June 2009 Mtg., Bd. Dec. 254; January 2011 Mtg., Bd. Dec. 137; January 2011 Mtg., Bd. Dec. 147; May
2014 Mtg., Bd. Dec. 113; September 2016 Mtg., Bd. Dec. 26; January 2018 Mtg., Bd. Dec. 71; June 2018 Mtg., Bd. Dec. 187;
October 2018 Mtg., Bd. Dec. 34

58.070.2. Payment for International Assembly Attendance in Restricted Currency

Countries
Insofar as practicable, all expenses of governors-elect in attending the international
assembly from restricted currency countries shall be paid by RI from such funds. (June
1998 Mtg., Bd. Dec. 348)

Source: January 1968 Mtg., Bd. Dec. 177

58.070.3. Payment for Governors Serving a Second Term

A past governor who has been selected to fill a vacancy in the office of governor shall
receive, at RI’s expense, one to two days of intensive training at the most cost effective
location.

A past governor who has been selected to serve a second term shall be invited, along with
his or her partner, to attend the International Assembly for a second time at the expense of
RI only with the consent of the President-elect.

A past governor who has been selected to serve temporarily or to complete a term of office
as governor shall be provided strong support from Secretariat staff. (January 2011 Mtg.,
Bd. Dec. 149)

Source: May 1988 Mtg., Bd. Dec. 377; Amended by February 2004 Mtg., Bd. Dec. 189; January 2011 Mtg., Bd. Dec. 149. Affirmed
by July 1998 Mtg., Bd. Dec. 47

58.070.4. Reimbursement of Expenses for Partners of Governors-elect

RI will pay all expenses of governors-elect partners who choose to attend the International
Assembly provided that the partner attends all mandatory sessions unless specifically
excused by the president-elect. (February 2004 Mtg., Bd. Dec. 189)

Source: August 1999 Mtg., Bd. Dec. 73; COL 98-222; Amended by May 2000 Mtg., Bd. Dec. 412; February 2004 Mtg., Bd. Dec. 189

58.070.5. Costs of Sergeants-At-Arms at the International Assembly

The expenses of sergeants-at-arms at the International Assembly should be paid by RI in
accordance with the RI Travel and Expense Policy.
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The International Assembly Budget shall include the expenses of:

a) One Chief Sergeant-at-arms and partner

b) Eight Sergeants-at-arms and partners

Expenses shall include transportation to and from the assembly, accommodations, meals,
and incidentals for the sergeants-at-arms and partners while serving as sergeants-at-arms.
The assignment dates for the chief sergeant-at-arms should commence two days prior to
the major arrival day of the International Assembly. The assignment dates for the
sergeants-at-arms should commence one day prior to the major arrival day of the
International Assembly. (June 2010 Mtg., Bd. Dec. 231)

Source: May 1979 Mtg., Bd. Dec. 342; Amended by May 2000 Mtg., Bd. Dec. 412; June 2001 Mtg., Bd. Dec. 405; February 2004
Mtg., Bd. Dec. 189; June 2010 Mtg., Bd. Dec. 231

58.070.6. Solicitation of Funds

The Rotary Foundation is the only entity permitted to solicit funds during an International
Assembly. (June 2007 Mtg., Bd. Dec. 290)

Source: November 1994 Mtg., Bd. Dec. 96; Amended by June 2007 Mtg., Bd. Dec. 290

58.070.7. RI Reimbursement of Expenses of International Assembly Participants

The payment of the expenses of the designated official participants and others in attending
the International Assembly is authorized only on the basis of attendance for the entire
period of the assembly, unless specifically excused by the president-elect. (June 2007 Mtg.,
Bd. Dec. 290)
Source: July 1998 Mtg., Bd. Dec. 47; Amended by May 2000 Mtg., Bd. Dec. 412; June 2007 Mtg., Bd. Dec. 290

58.070.8. Responsibility of the President-elect for the International Assembly Budget

The president-elect shall have responsibility for the budget for the International Assembly
in accordance with RI policy and as approved by the Board. Under the direction of the
president-elect, the general secretary shall authorize assembly expenditures up to the
budgetary limits established by the Board. Requests for any additional funding for the
International Assembly shall be submitted by the president-elect to the Board for its
approval. (May 2000 Mtg., Bd. Dec. 412)

Source: May 2000 Mtg., Bd. Dec. 412

58.070.9. Costs for First Aid Officer at International Assembly

The expenses of the first aid officer at the International Assembly shall be paid by RI in
accordance with the RI Travel and Expense Policy. The International Assembly budget shall
include the expenses of one first aid officer. Expenses shall include transportation to and from
the assembly, accommodations, meals, and incidentals for the first aid officer. (February 2004
Mtg., Bd. Dec. 189)

Source: June 2001 Mtg., Bd. Dec. 405; Amended by February 2004 Mtg., Bd. Dec. 189
Rotary Code of Policies 381
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58.070.10. Observers at the International Assembly

The observers, official participants, who attend the International Assembly at no cost to
Rotary International or its Foundation shall be charged a registration fee to cover the
administrative expenses involved in their attendance, except the regional magazine editors
whose registration fee will be waived. (June 2007 Mtg., Bd. Dec. 290)

Source: June 2007 Mtg., Bd. Dec. 290


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Article 59. Council on Legislation and Council on Resolutions

59.010. Site Selection for the Council on Legislation

59.020. Proposed Legislation and Resolutions
59.030. Participants
59.040. District Council Representatives
59.050. Sergeants-at-Arms
59.060. Proceedings and Functions of the Council on Legislation
59.070. Proceedings and Functions of the Council on Resolutions
59.080. Finances
59.090. Support Staff
59.100. Post-Council Activities

59.010. Site Selection for the Council on Legislation

59.010.1. Hotel Facilities at Council on Legislation

Arrangements shall be made for a single hotel adequate to house all participants. Meeting
and dining facilities should be located in the same accommodations. (May 2003 Mtg., Bd.
Dec. 325)

Source: February 1984 Mtg., Bd. Dec. 210; Amended by May 2003 Mtg., Bd. Dec. 325

59.010.2. Date and Time of Council on Legislation

The Board shall determine the specific date and time of the meeting based upon various
factors, including the dates of the annual convention, major holidays and the availability
of appropriate venues. (February 2003 Mtg., Bd. Dec. 221)

Source: February 2003 Mtg., Bd. Dec. 221

59.010.3. Site Selection

The general secretary shall seek to complete the entire process of site visits, site selection,
and contract negotiation during the first year of the three-year Council on Legislation cycle.
The venue should be contracted a minimum of 12 months prior to the commencement of
the Council on Legislation. (September 2016 Mtg., Bd. Dec. 28)

Source: February 2003 Mtg., Bd. Dec. 221; Amended by September 2016 Mtg., Bd. Dec. 28

59.020. Proposed Legislation and Resolutions

59.020.1. Publishing Proposed Legislation and Resolutions

English shall be the official language of the Councils and all enactments, position
statements, and resolutions as proposed and adopted shall be as written in the English
language. The general secretary shall provide proposed legislation and resolutions in
English. As feasible, legislation and resolutions deemed regular shall be published in
English, French, Japanese, Korean, Portuguese, and Spanish, as shall be those non-
legislative publications distributed prior to the Councils.
Rotary Code of Policies 383
June 2020

The general secretary shall publish all duly proposed legislation and resolutions except
those that have been deemed defective, and that the Board has directed not be transmitted
to the Council in accordance with RI Bylaws sections 7.060., 7.070., and 8.080.
(September 2016 Mtg., Bd. Dec. 28)

Source: January 1941 Mtg., Bd. Dec. 101; June 1958 Mtg., Bd. Dec. 38; Amended by February 1999 Mtg., Bd. Dec. 203; August
2000 Mtg., Bd. Dec. 50; November 2002 Mtg., Bd. Dec. 112; November 2004 Mtg., Bd. Dec. 58; November 2005 Mtg., Bd. Dec. 67;
June 2007 Mtg., Bd. Dec. 226; June 2009 Mtg., Bd. Dec. 217; September 2016 Mtg., Bd. Dec. 28

59.020.2. Deadline for Submitting District Endorsed or Proposed Legislation and

Resolutions
All districts should forward to the general secretary all legislation or resolutions proposed
or endorsed at a district conference or district legislation meeting within 45 days of the
conclusion of the conference. Districts should also forward to the general secretary all
legislation or resolutions submitted through a ballot-by-mail within 45 days of the date
fixed by the governor for receipt of the ballots.

Clubs without a district may submit proposed legislation or resolutions for endorsement to
the district that would represent the club as provided in RI Bylaws section 9.010.
(September 2016 Mtg., Bd. Dec. 28)

Source: February 2006 Mtg., Bd. Dec. 144; June 2008 Mtg., Bd. Dec. 236; Amended by June 2013 Mtg., Bd. Dec. 196; September
2016 Mtg., Bd. Dec. 28

59.020.3. Club Review of Proposed Legislation or Resolutions

As part of the legislative process of RI, clubs are free to contact other clubs to discuss
proposed legislation or resolutions. (September 2016 Mtg., Bd. Dec. 28)

Source: May-June 1976 Mtg., Bd. Dec. 238; Amended by September 2016 Mtg., Bd. Dec. 28

59.020.4. Financial Impact Statement

The general secretary shall prepare a financial impact statement for all proposals that, in
the opinion of the general secretary, have a significant financial impact if the proposed
legislation or resolution is adopted, and such financial impact statements shall be published.
In drafting financial impact statements, the general secretary should consult with the
Constitution and Bylaws Committee, including attending the Committee’s meetings as
appropriate, to ensure that financial impact statements are written with a complete
understanding of the proposed legislation or resolutions. (September 2016 Mtg., Bd. Dec.
28)

Source: March 1993 Mtg., Bd. Dec. 148; June 1996 Mtg., Bd. Dec. 280; February 1999 Mtg., Bd. Dec. 202. Amended by November
1999 Mtg., Bd. Dec 201; November 2005 Mtg., Bd. Dec. 67; September 2016 Mtg., Bd. Dec. 28

59.020.5. Impact of Legislation or Resolutions on RI Strategic Plan

The Strategic Planning Committee should review any relevant proposed legislation or
resolutions and advise the Board as to whether such legislation or resolutions could impact
the RI Strategic Plan. The Board should advise the Councils regarding the possible impact
of proposed legislation or resolutions on the RI Strategic Plan. (September 2016 Mtg., Bd.
Dec. 28)

Source: May 2011 Mtg., Bd. Dec. 188; Amended by September 2016 Mtg., Bd. Dec. 28
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59.020.6. Board Consideration of Proposed Legislation or Resolutions from a Previous

Council
With respect to proposed legislation or resolutions offered by the Board at the instruction
of a previous Council, the Board shall take steps to make clear that it is offering such
proposed legislation or resolution in compliance with such instruction. (September 2016
Mtg., Bd. Dec. 28)

Source: January 1969 Mtg., Bd. Dec. 85. Amended by February 1999 Mtg., Bd. Dec. 205; November 1999 Mtg., Bd. Dec 201;
September 2016 Mtg., Bd. Dec. 28

59.020.7. Board Consideration of Proposed Legislation and Resolutions from an RI

Committee
Where applicable, the Board may choose to indicate that a proposal originated with an RI
committee.

For the purposes of 59.020.7 and 59.020.8., the Board may choose to have the legislation
or resolution presented by a member of the Constitution and Bylaws Committee, or a
current or former member of a committee involved in drafting the legislation or resolution.
(September 2016 Mtg., Bd. Dec. 28)

Source: February 1999 Mtg., Bd. Dec. 205; Amended by November 1999 Mtg., Bd. Dec 201; September 2016 Mtg., Bd. Dec. 28

59.020.8. Board Council on Legislation Advisory Committee

The president shall annually appoint a committee of three to five members of the Board to
advise the Board on Council matters, including proposed legislation and resolutions, roles
and responsibilities at the Councils, and, in the year of the Council on Legislation,
statements of support and opposition for consideration by the Board. In addition, in the
year of the Council on Legislation, a Rotarian experienced in Council matters may be
designated by the president to assist the Board with Council procedures and the Board’s
role at the Council. (September 2016 Mtg., Bd. Dec. 28)

Source: November 1999 Mtg., Bd. Dec. 201; Amended by November 2000 Mtg., Bd. Dec. 127; June 2001 Mtg., Bd. Dec. 331;
September 2016 Mtg., Bd. Dec. 28

59.020.9. Statements of Support and Opposition

A club, a district conference, the general council or the conference of RIBI, the Council on
Legislation or the Board may provide a statement commenting on any enactment or
position statement proposed to a Council on Legislation. Such statements, which may be
in support of, in opposition to or as a comment on proposed legislation, must be limited to
500 words. Such statements, if submitted to the general secretary no later than two months
prior to the opening of the next Council on Legislation, shall be transmitted by the general
secretary to all members of that Council. Where statements of support or opposition are
substantially similar, the general secretary shall only transmit to Council members the first
received. (September 2016 Mtg., Bd. Dec. 28)

Source: February 1995 Mtg., Bd. Dec. 164. Amended by February 1999 Mtg., Bd. Dec. 204; November 1999 Mtg., Bd. Dec 201;
November 2009 Mtg., Bd. Dec. 36; September 2016 Mtg., Bd. Dec. 28
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59.020.10. Technical Legislation

The Constitution and Bylaws Committee shall determine which pieces of legislation shall
be considered “technical legislation.” The Board shall request some other presenter, such
as a member of the Constitution and Bylaws Committee, to move all Board-proposed
legislation deemed “technical” in nature. (September 2016 Mtg., Bd. Dec. 28)

Source: March 1997 Mtg., Bd. Dec. 224; November 1999 Mtg., Bd. Dec. 201; Amended by March 2005 Mtg., Bd. Dec. 196; September
2016 Mtg., Bd. Dec. 28

59.020.11. Similar Legislation or Resolutions

Where there are substantially similar items of legislation or resolutions, the Board – on the
advice of the Constitution and Bylaws Committee – shall direct the general secretary to
submit to the Council alternate legislation or resolutions, and to note in the proposed
legislation or resolutions that the items are substantially similar to the alternate legislation
or resolutions. (September 2016 Mtg., Bd. Dec. 28)

Source: June 2005 Mtg., Bd. Dec. 288; Amended by September 2016 Mtg., Bd. Dec. 28

59.020.12. Defective Legislation

The Constitution and Bylaws Committee and general secretary should not devote undue
time and attention to any proposed legislation that involves fundamental and extensive
amendments to the constitutional documents until such time as the proposer has exerted
reasonable efforts to draft the proposed legislation so that it is not defective. (June 2007
Mtg., Bd. Dec. 226)

Source: February 1999 Mtg., Bd. Dec. 200. Amended by November 1999 Mtg., Bd. Dec. 201; June 2007 Mtg., Bd. Dec. 226

59.030. Participants

59.030.1. Board of Directors

A director’s primary responsibility is as a member of the Board. See section 28.005.
(November 1999 Mtg., Bd. Dec. 201)

Source: January 1959 Mtg., Bd. Dec. 94

59.030.2. Council Officers

Council officers (chair, vice chair, and parliamentarian) shall be announced by the
president-elect by January of the year prior to the Council on Legislation and shall serve
for three years or until a successor has been selected. (September 2016 Mtg., Bd. Dec. 28)

Source: November 1999 Mtg., Bd. Dec. 201; Amended by June 2010 Mtg., Bd. Dec. 182; September 2016 Mtg., Bd. Dec. 28

59.030.3. Council Trainer

A Council trainer will be appointed for each meeting of the Council on Legislation to
provide consistent training for representatives. (September 2016 Mtg., Bd. Dec. 28)

Source: January 2010 Mtg., Bd. Dec. 124; Amended by September 2016 Mtg., Bd. Dec. 28
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59.030.4. Members-at-Large
The members-at-large, if appointed, shall be announced by the president-elect by January
of the year prior to the Council on Legislation and only serve at the Council on Legislation.
(October 2019 Mtg., Bd. Dec. 29)
Source: November 1999 Mtg., Bd. Dec. 201; Amended by September 2016 Mtg., Bd. Dec. 28; October 2019 Mtg., Bd. Dec. 29

59.040. District Council Representatives

59.040.1. Selection of Representatives

Each district is encouraged to select as its representative to the Councils the best-qualified
eligible Rotarian available for such service who is well-informed about current Rotary
policies, procedures and programs. While it is the right of the clubs in each district to elect
whom they will, it is stressed that representatives to the Councils should be elected on the
basis of their ability to carry out the representatives’ defined duties and not on the basis of
their personal popularity within the district, and that the role of representative should be
viewed as a serious and responsible position and not simply a perquisite of having served
as governor. (September 2016 Mtg., Bd. Dec. 28)

Source: November 1994 Mtg., Bd. Dec. 58. Amended by March 1997 Mtg., Bd. Dec. 222. See also May-June 1967 Mtg., Bd. Dec.
32; January 1972 Mtg., Bd. Dec. 85(b); October-November 1980 Mtg., Bd. Dec. 75; February 1987 Mtg., Bd. Dec. 259(b); February
1988 Mtg., Bd. Dec. 235; September 2016 Mtg., Bd. Dec. 28

59.040.2. Training of Representatives

To ensure full participation in the Council on Legislation proceedings, all representatives
shall participate in online training prior to attending the Council on Legislation. All
representatives are also required to attend training provided at the zone institutes in the
year of the Council on Legislation regarding the operation and procedures of the Council.
Representatives who do not complete the online training as well as the training at the zone
institute shall not be funded by Rotary to attend the Council on Legislation, unless excused
by the Council on Legislation chair. (September 2016 Mtg., Bd. Dec. 28)
Source: May 2014 Mtg., Bd. Dec. 126; Amended by September 2016 Mtg., Bd. Dec. 28

Cross References

32.040.1. Selection of Council Representative in Ballot-By-Mail

59.050. Sergeants-at-Arms
There should be a minimum of ten sergeants-at-arms at the Council on Legislation, in addition to
the chief sergeant. There should be at least one sergeant for each language for which simultaneous
interpretation is provided at the Council. (September 2016 Mtg., Bd. Dec. 28)
Source: November 1999 Mtg., Bd. Dec. 201; Amended by November 2004 Mtg., Bd. Dec. 99; May 2014 Mtg., Bd. Dec. 128; September 2016
Mtg., Bd. Dec. 28

Cross References

61.010. Manuals for Sergeants-at-Arms

Rotary Code of Policies 387
June 2020

59.060. Proceedings and Functions of the Council on Legislation

59.060.1. Scheduling Proceedings

To the extent possible, the days and hours of the meeting should be planned and maintained
so that representatives are not called upon to carry out their responsibilities under
conditions of excessive fatigue or other discomfort which might reduce the effectiveness
with which they represent the clubs in their respective districts. (September 2016 Mtg., Bd.
Dec. 28)
Source: May-June 1982 Mtg., Bd. Dec. 21. Amended by November 1999 Mtg., Bd. Dec 201; September 2016 Mtg., Bd. Dec. 28

59.060.2. Debate Procedures

The Council chair and officials should arrange that matters of importance be given
adequate time for debate in the Council on Legislation’s sessions. As feasible, debate
should alternate between those supporting and those opposing the motion before the
Council. (September 2016 Mtg., Bd. Dec. 28)
Source: February-March 1987 Mtg., Bd. Dec. 257; Amended by September 2016 Mtg., Bd. Dec. 28

59.060.3. Rules of Procedure

The Rules of Procedure of the Council on Legislation shall be published electronically
exactly as adopted by the previous Council on Legislation, modified only as necessary to
be consistent with the changes to the constitutional documents made by the Council. If
any such modifications are necessary, a notation as to the necessary changes should be
included. The Rules of Procedure, as recommended by the Council Operations Committee
in accordance with RI Bylaws section 9.120., shall be sent to members of the Council two
months prior to the Council on Legislation. (September 2016 Mtg., Bd. Dec. 28)
Source: February 1999 Mtg., Bd. Dec. 207; June 2005 Mtg., Bd. Dec. 289; September 2016 Mtg., Bd. Dec. 28

59.060.4. Pre-Council on Legislation Workshop

The Council leadership shall plan for a workshop for Council members prior to the
convening of the Council on Legislation. (September 2016 Mtg., Bd. Dec. 28)
Source: June 1996 Mtg., Bd. Dec. 277; November 1999 Mtg., Bd. Dec. 201; September 2016 Mtg., Bd. Dec. 28

59.060.5. Fellowship Activities

An informal arrival reception for members of the Council may be held on the evening prior
to the convening of the Council. A fellowship dinner or reception may be held during the
Council meeting—preferably on the evening of the second day of the Council. (September
2016 Mtg., Bd. Dec. 28)
Source: June 1996 Mtg., Bd. Dec. 276; Amended by June 2010 Mtg., Bd. Dec. 204; September 2016 Mtg., Bd. Dec. 28

59.060.6. Simultaneous Interpretation/Language Support

The Council on Legislation shall be conducted in English, with simultaneous interpretation
provided during plenary sessions in Chinese, French, Japanese, Korean, Portuguese, and
Spanish. The general secretary, with the concurrence of the president, may choose other
languages for simultaneous interpretation. (September 2016 Mtg., Bd. Dec. 28)
Source: November 2002 Mtg., Bd. Dec. 112; February 2003 Mtg., Bd. Dec. 221; Amended by January 2015 Mtg., Bd. Dec. 142;
September 2016 Mtg., Bd. Dec. 28
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59.060.7. Assistance from Local Rotarians

The Council on Legislation does not operate with the assistance of a host organization. It
is recommended, however, that the Council chair and Council Operations Committee
review whether assistance could be rendered by Rotarians residing or working near the site.
(January 2012 Mtg., Bd. Dec. 159)

Source: February 2003 Mtg., Bd. Dec. 221

59.060.8. Official Participant Seating

At the Council on Legislation, the representatives will be seated in the sections closest to
the presenter, accommodating all representatives before other official participants are
seated. The Council chair has the authority to make appropriate operational changes to the
Council seating assignments as needed. (May 2011 Mtg., Bd. Dec. 182)

Source: November 2007 Mtg., Bd. Dec. 87; Amended by May 2011 Mtg., Bd. Dec. 182

59.070. Proceedings and Functions of the Council on Resolutions

To the extent possible, the Council on Resolutions should be planned and maintained so that
representatives are able to carry out their responsibilities within a reasonable time period so they
are effective in the manner in which they represent the clubs in their respective districts. The
Council shall be conducted in English, with translation provided as needed in French, Japanese,
Korean, Portuguese, and Spanish.

The Rules of Procedure of the Council on Resolutions shall be published electronically. The Rules
of Procedure, as adopted by the Council Operations Committee in accordance with RI Bylaws
section 9.140.1., shall be sent to Council members at least one month prior to the opening of the
Council on Resolutions. (September 2016 Mtg., Bd. Dec. 28)

Source: September 2016 Mtg., Bd. Dec. 28

59.080. Finances
The general secretary shall prepare a budget for each Council on Legislation and Council on
Resolutions for review by the Board. In preparing such budget, the general secretary shall take
into consideration paid attendance and reimbursable expenses. (September 2016 Mtg., Bd. Dec.
28)

Source: February 2003 Mtg., Bd. Dec. 221; Amended by September 2016 Mtg., Bd. Dec. 28

59.080.1. Expenses of Representatives

RI shall provide representatives reimbursement for the following expenses at the Council
on Legislation:

1. Round-trip airfare
2. Room and meals
3. Inoculations up to a maximum of US$150
4. Necessary visa expenses
5. Representatives’ forced overnight or extended travel delay expenses of 10 hours or more
Rotary Code of Policies 389
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Representatives who do not complete online training prior to attending the Council on
Legislation and who do not attend training provided at the zone institute in the year of the
Council on Legislation shall not be funded by Rotary to attend the Council on Legislation
and shall be responsible for the aforementioned expenses, unless excused by the Council
chair, as stated in Rotary Code section 59.040.3.

The general secretary shall set the day and time for the major arrival date for representatives.
The general secretary shall take into consideration registration, the pre- Council workshop,
and any other relevant factors when setting the date and time. The general secretary has
the discretion to apply these guidelines in a fair and reasonable manner. (September 2016
Mtg., Bd. Dec. 28)

Source: November 1997 Mtg., Bd. Dec. 202; February 2003 Mtg., Bd. Dec. 221; May 2014 Mtg., Bd. Dec. 126; September 2016 Mtg.,
Bd. Dec. 28. Affirmed by November 1999 Mtg., Bd. Dec 198

59.080.2. Expenses of Non-voting Members

RI shall pay the travel, lodging and meal expenses in attending the Council on Legislation
for the following members:

(a) The president, president-elect, one member of the board elected by the board, and the
general secretary
(b) Chair, vice-chair and parliamentarian of the Council
(c) Constitution and Bylaws Committee as members of the Council Operations Committee
(d) Trustee representative
(e) Up to three members-at-large. (October 2019 Mtg., Bd. Dec. 29)

Source: February 2003 Mtg., Bd. Dec. 221; Amended by September 2016 Mtg., Bd. Dec. 28; October 2019 Mtg., Bd. Dec. 29

59.080.3. Expenses of Observers, COL Participants, and Staff

RI shall pay the travel, lodging and meal expenses in attending the Council on Legislation
for the following additional persons:

(a) Directors-elect (including president-nominee)

(b) Directors-nominee
(c) Sergeants-at-arms
(d) Council trainer
(e) Aide to the president (if needed)
(f) Such members of the Secretariat staff as the general secretary may deem necessary for
service at the Council on Legislation, within the provisions therefor in the budget.
(September 2016 Mtg., Bd. Dec. 28)

Source: February 2003 Mtg., Bd. Dec. 221; Amended by November 2004 Mtg., Bd. Dec. 99; June 2005 Mtg., Bd. Dec. 291; February
2007 Mtg., Bd. Dec. 139; June 2007 Mtg., Bd. Dec. 226; June 2008 Mtg., Bd. Dec. 227; June 2009 Mtg., Bd. Dec. 276; June 2010
Mtg., Bd. Dec. 182; May 2014 Mtg., Bd. Dec. 128; September 2016 Mtg., Bd. Dec. 28

59.080.4. Expenses of Incoming Members of the Constitution and Bylaws Committee to

Attend Council on Legislation and Committee Meetings
RI shall pay the following travel, lodging and meal expenses related to the holding of the
Council on Legislation:
Rotary Code of Policies 390
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(a) The incoming member of the Constitution and Bylaws Committee whose term of office
commences on 1 July in the year of the Council on Legislation shall be invited to attend as
an observer at the last meeting of such committee prior to the 1 July appointment. Such
attendance will be at RI expense.

(b) The member of the Constitution and Bylaws Committee whose term of office
commences on 1 July following the Council on Legislation shall be invited to attend both
the pre- and post- Council Operations Committee meetings, and the Council as an observer
at RI expense. (September 2016 Mtg., Bd. Dec. 28)

Source: February 1988 Mtg., Bd. Dec. 236. Amended by November 1999 Mtg., Bd. Dec 201; September 2016 Mtg., Bd. Dec. 28

59.080.5. Expenses of Sergeants-At-Arms at the Council on Legislation

The expenses of sergeants-at-arms at the Council on Legislation shall be paid by RI in
accordance with the RI Travel and Expense Policy.

The Council on Legislation sergeants-at-arms budget shall include the expenses of:
a) one chief sergeant-at-arms;
b) a minimum of ten sergeants-at-arms

While serving in the capacity as a sergeant-at-arms, covered expenses should be the same
as the representatives to the Council. (June 2008 Mtg., Bd. Dec. 227)

Source: June 2001 Mtg., Bd. Dec. 405; Amended by February 2003 Mtg., Bd. Dec. 221; November 2004 Mtg., Bd. Dec. 99

59.090. Support Staff

In order to assure the effective functioning of the Council on Legislation, the general secretary
should be afforded discretion in determining the number of staff to be present at the Council and
in requisitioning adequate support equipment to be available for the use of staff at the Council on
Legislation. (September 2016 Mtg., Bd. Dec. 28)

Source: February 1999 Mtg., Bd. Dec. 206; Amended by September 2016 Mtg., Bd. Dec. 28

Cross References

32.040.2. Examining Proposed Legislation and Resolutions

59.100. Post-Council Activities

59.100.1. Club Review of Council Action

As part of the legislative process of RI, clubs are free to contact other clubs to discuss the
action of the Councils on items of proposed legislation and resolutions. (September 2016
Mtg., Bd. Dec. 28)

Source: May-June 1976 Mtg., Bd. Dec. 238; Amended by September 2016 Mtg., Bd. Dec. 28
Rotary Code of Policies 391
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59.100.2. Post-Council Distribution of Documents

The revised English constitutional documents should be sent to all districts within two
months of the adjournment of the Council on Legislation. (September 2016 Mtg., Bd. Dec.
28)

Source: November 1999 Mtg., Bd. Dec. 201; Amended by September 2016 Mtg., Bd. Dec. 28

Cross References

49.030. Manual of Procedure


Rotary Code of Policies 392
June 2020

Article 60. Institutes

60.010. International Institute

60.020. Participants at International Institutes
60.030. International Institute Program
60.040. International Institute Finances
60.050. Rotary Institutes

60.010. International Institute

Upon the recommendation of the president-elect and with RI Board approval, an International
Institute may be held in conjunction with the International Convention, provided that a suitable
venue can be contracted. (October 2014 Mtg., Bd. Dec. 38)

Source: October-November 1977 Mtg., Bd. Dec. 148; October-November 1981 Mtg., Bd. Dec. 92; November 2000 Mtg., Bd. Dec. 111; Amended
by January 2013 Mtg., Bd. Dec. 166

60.010.1. Past Officers Reunion Meeting

Past officers may organize a reunion meeting in conjunction with the International
Assembly or the International Convention when an International Institute is not held. RI
may send up to two e-mails to all past RI officers on behalf of the organizers of the reunion
meeting. These unofficial events may be publicized on the RI website. (January 2012
Mtg., Bd. Dec. 159)

Source: November 2005 Mtg., Bd. Dec. 89; November 2008 Mtg., Bd. Dec. 31; Amended by January 2012 Mtg., Bd. Dec. 159

60.020. Participants at International Institutes

60.020.1. Eligible Participants

Those eligible to attend the institute are past, current, and incoming officers of RI
(including reported governors-nominee), current RI committee members, and Rotary
coordinators, Rotary public image coordinators, regional Rotary Foundation coordinators
and endowment/major gifts advisers. Partners and/or guests of those Rotarians eligible to
attend the institute shall be permitted to register on the same form as an eligible Rotarian.
(October 2014 Mtg., Bd. Dec. 38)

Amended by July 2003 Mtg., Bd. Dec. 22; February 2004 Mtg., Bd. Dec. 195; June 2004 Mtg., Bd. Dec. 236; January 2012 Mtg., Bd.
Dec. 159; October 2014 Mtg., Bd. Dec. 38

60.020.2. Regional Magazine Editors

Rotary International regional magazine editors shall be recognized as official participants
of International Institutes, with rights to be observers at plenary sessions, appropriate
luncheons and dinners, receptions, and other social occasions. Other than registration fees,
which shall be waived, there will be no associated cost to RI. (June 1998 Mtg., Bd. Dec.
348)

Source: June 1995 Mtg., Bd. Dec. 274

Rotary Code of Policies 393
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60.030. International Institute Program

The International Institute program shall be developed by the International Institute Committee
and conducted under the supervision and guidance of the president. Plenary presentations and
discussion sessions shall be consistent with the RI Strategic Plan. (January 2012 Mtg., Bd. Dec.
159)

Source: October-November 1977 Mtg., Bd. Dec. 148; January 2011 Mtg., Bd. Dec. 127; January 2012 Mtg., Bd. Dec. 159

60.040. International Institute Finances

60.040.1. Registration Fees

International Institute registration fees will be determined annually based on the projected
per-attendee cost of conducting an International Institute. Registration fees for senior
leaders will be waived, and Rotary will budget appropriately to cover these costs. (January
2012 Mtg., Bd. Dec. 203)

Source: January 2012 Mtg., Bd. Dec. 203

60.040.2. Support from Private and Corporate Sponsors

The International Institute may, with the permission of the president, solicit and/or receive
financial support from private or corporate sponsors. (January 2012 Mtg., Bd. Dec. 159)

Source: November 1994 Mtg., Bd. Dec. 99; January 2012 Mtg., Bd. Dec. 159

60.050. Rotary Institutes

The Board of Directors of Rotary International has strongly affirmed the value of annual
informational meetings of past, current and incoming RI officers in RI zones. The general
secretary shall provide assistance and training for institute conveners.

The Board has adopted the following “Requirements for Rotary Institutes,” which the general
secretary shall annually provide to institute conveners and chairs. The Board shall review these
guidelines on a triennial basis. (June 2010 Mtg., Bd. Dec. 182)

Source: April 1991 Mtg., Bd. Dec. 265; Amended by February 1995 Mtg., Bd. Dec. 183; June 1996 Mtg., Bd. Dec. 290; August 1999 Mtg., Bd.
Dec. 43; June 2007 Mtg., Bd. Dec. 226; January 2010 Mtg., Bd. Dec. 124; June 2010 Mtg., Bd. Dec. 182

A. Definitions

Institute: An annual informational meeting, with no administrative responsibility or authority, of

all past, current and incoming RI officers in one or more zones (or sections of zones), as authorized
by the president.

Convener: A current, incoming, or past RI director, appointed by the president nominee,

preferably for no more than two consecutive years, to have charge of an institute.

Foundation Representative: A current, incoming, or past trustee appointed by the chair of the
Foundation Trustees, with the concurrence of the president, to assist an institute in promoting The
Rotary Foundation. Such appointment shall take into consideration the most cost-effective measures.
Rotary Code of Policies 394
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Institute Chair: A past RI officer appointed by the convener to organize an institute. (September
2017 Mtg., Bd. Dec. 24)

Source: April 1991 Mtg., Bd. Dec. 265; Amended by June 1996 Mtg., Bd. Dec. 290; January 2010 Mtg., Bd. Dec. 124; June 2010 Mtg., Bd. Dec.
248; September 2017 Mtg., Bd. Dec. 24

B. Purpose

The purpose of institutes is to provide:

1. current, incoming, and past RI officers with updates on RI and Rotary Foundation policies and
programs;
2. a forum for Rotary leaders to make comments and recommendations to the Board of Directors;
3. fellowship and a participative learning experience that will help inspire current, incoming, and past
governors to continuing leadership and service. (June 2010 Mtg., Bd. Dec. 248)

Source: June 2010 Mtg., Bd. Dec. 248

C. Participants

Attendance at each institute shall be limited to past, current and incoming RI officers and their
guests, though

1. others may be invited by the conveners or may attend at the request of the president or the
general secretary;

2. host Rotarians and other local persons may assist the convener in administering the institute;

3. local Rotarians may be invited to attend as observers a special event at the institute, such as an
address by the president or president-elect;

4. the RI president and president-elect are encouraged to participate in some institutes each year
in order to enhance their knowledge and experience of the world of Rotary, and to provide
opportunities for Rotary leaders at the zone level to gain greater knowledge and insight into
the current and future directions of Rotary. In order to conserve institute and RI funds and to
project the current president’s theme, it is suggested that either the president or the president-
elect attend each institute, but both should not attend together. It is, however, recognized that,
given their many duties and commitments, the president or president-elect may only be able
to attend portions of institutes;

5. The roles of partners of directors and incoming directors, trustees and incoming trustees of The
Rotary Foundation, and the general secretary shall be to

a. represent RI or its Foundation in their official capacity at assigned events

b. attend and participate in plenary sessions, workshops, forums, and meetings
c. attend and participate in all partner program events such as plenary sessions or discussions,
possibly as speakers, moderators, panelists, presenters or facilitators, at the discretion of
the convener
Rotary Code of Policies 395
June 2020

d. serve as hosts to other partners of official participants

e. attend and participate in official luncheons and dinner
f. attend official social events as representatives of RI or its Foundation

6. Rotary leaders eligible to participate in Rotary institutes are encouraged to attend, at no cost
to RI, institutes organized in adjacent zones or sections within the same zone in order to
increase communication and the flow of Rotary information within and across zones.

7. Past district governors residing in the zone should be provided opportunities to make meaningful
contributions to the Institute and participate in the program as speakers, panelists, discussion
leaders, and members of the committees for the institute, as a means of developing future leaders
in Rotary at the zone and international levels;

8. the attendance of a representative of Rotary's Foundation is highly desirable in achieving the

objectives of The Rotary Foundation and updating the knowledge of past, present, and
incoming officers, and toward this end,

a. conveners are requested to consider providing lodging, meals and other local expenses for
Foundation representatives and partners from institute or other funds. The Foundation will
pay all transportation costs and will pay the above expenses should the institute not pay
them, provided that the convener informs the representative before the latter’s departure
for the institute that the institute will not bear such expenses;

b. conveners of institutes should provide in the institute agenda an opportunity for the
Foundation representative to deliver a major address on the Foundation and to have another
opportunity to update participants on Foundation programs, objectives, finances, and
problems and to respond to participants' questions. (January 2012 Mtg., Bd. Dec. 159)

Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1993 Mtg., Bd. Dec. 188; May 1993 Mtg., Bd. Dec. 225; March 1994 Mtg., Bd. Dec.
164; February 1995 Mtg., Bd. Dec. 183; July 1995 Mtg., Bd. Dec. 32; June 1996 Mtg., Bd. Dec. 290; April 1999 Trustees Mtg., Dec. 129; February
2000 Mtg., Bd. Dec. 298; November 2000 Mtg., Bd. Dec. 114; February 2002 Mtg., Bd. Dec. 197; November 2009 Mtg., Bd. Dec. 44; June 2010
Mtg., Bd. Dec. 248; January 2012 Mtg., Bd. Dec. 159

D. Organization

1. The president-nominee is authorized by the Board to act on its behalf to approve the sites and
dates of Rotary institutes. No action should be taken by potential conveners to secure institute
dates or locations until they are formally appointed by the president-nominee. Conveners are
required to obtain such approval before committing to a time and location. When there is no
president-nominee yet declared, the Executive Committee of the Board is authorized to appoint
conveners and approve institute dates and locations. The general secretary shall advise all
current and future conveners of Rotary institutes to make every effort to ensure that the meeting
does not conflict with any other institute in the region or major religious holiday celebrated in
that zone.

2. The organization and program of each institute shall be directed by the convener, who is the
president’s representative to the institute and who remains responsible to the president for the
conduct of the institute;
Rotary Code of Policies 396
June 2020

3. The convener, while retaining complete control of the agenda, program, and finances of the
institute, shall appoint a

a. chair, who is responsible for the arrangements for and organization of the institute meeting;
b. treasurer, who should be a past RI officer, responsible to the convener and the zone for the
preparation of the institute budget, use and disbursement of the funds;

4. In order to promote the best attendance and participation at reasonable expense, institutes should
not be planned for areas exceeding the equivalent of four zones.

5. RI directors, directors-elect, directors-nominee, other conveners, and their respective Institute

planning committees are encouraged to visit, at their own expense, other Rotary Institutes to
obtain ideas on more meaningful engagement of past governors in Rotary Institutes;

6. Rotary institutes, presidential conferences, and district conferences may be held in conjunction
with each other or simultaneously at the same venue provided that:

a. separate budgets and separate registration fees are established and maintained for each
meeting;
b. funds will be maintained separately for each meeting;
c. prior consent is obtained from the governor where the district conference will be held and
from the convener of the Rotary institute to be held. (January 2012 Mtg., Bd. Dec. 159)

Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1994 Mtg., Bd. Dec. 164; February 1995 Mtg., Bd. Dec. 183; June 1996 Mtg., Bd. Dec.
290; July 1998 Mtg., Bd. Dec. 27; July 1999 Mtg., Bd. Dec. 23; November 1999 Mtg., Bd. Dec. 185; March 2005 Mtg., Bd. Dec. 229; January
2010 Mtg., Bd. Dec. 124; June 2010 Mtg., Bd. Dec. 182; June 2010 Mtg., Bd. Dec. 248; January 2012 Mtg., Bd. Dec. 159

E. Program

1. Institutes shall normally last two to three days, not counting the time for any separate sessions or
seminars, and be held at times that are reasonably convenient for younger participants;

2. Conveners must not allow speeches and presentations to take up most of the program time at
institutes but rather plan ample time (approximately 40-50 percent) for the exchange of views
among participants through panels, question and answer sessions, group discussions and the like;

3. Conveners shall, when convenient, arrange an intercity meeting for institute participants and local
Rotarians;

4. Conveners may, as appropriate, avail themselves of the assistance of any RI and TRF staff
assigned to the institute by the general secretary for information and participation to support
pre-institute or institute programs. Where possible, the assignments should be made from the
international office serving the zone.

5. In the year of the Council on Legislation, conveners are requested to:

a. conduct a training session to last at least one-half day limited to representatives and alternates
and conducted by highly experienced Rotarians, to discuss the operation and procedures of the
Council, but not the substance of the proposals, with training materials to support such training
sessions provided by the general secretary;
Rotary Code of Policies 397
June 2020

b. schedule a plenary session to discuss the substance of the selected proposals to be considered at
the next Council, for the purpose of allowing voting representatives the opportunity to hear the
views of Rotarians from their area of the world.

6. The Board recommends including an open forum of least one-hour during the institute program
for an exchange of ideas between the participants and Rotary senior leadership.

7. A director, or other representative of the Board, shall present the five-year forecast to each
Rotary institute for discussion, pursuant to RI Bylaws section 18.060.3.

8. Each Rotary institute should schedule a status report on PolioPlus until polio eradication is
achieved.

9. The convener shall report upon the legislation and resolutions reviewed and the action taken by
each council on legislation and council on resolutions, in accordance with RI bylaws section
20.020. (October 2019 Mtg., Bd. Dec. 29)

Source: April 1991 Mtg., Bd. Dec. 265; Amended by March 1992 Mtg., Bd. Dec. 212; March 1993 Mtg., Bd. Dec. 188; November 1999 Mtg., Bd. Dec.
201; June 1999 Mtg., Bd. Dec. 310; August 1999 Mtg., Bd. Dec. 43; November 2004 Mtg., Bd. Dec. 58; March 2005 Mtg., Bd. Dec. 230; June 2005
Mtg., Bd. Dec. 292; November 2005 Mtg., Bd. Dec. 38; June 2007 Mtg., Bd. Dec. 226; November 2008 Mtg., Bd. Dec. 31; June 2009 Mtg., Bd.
Dec. 237; January 2010 Mtg., Bd. Dec. 159; June 2010 Mtg., Bd. Dec. 248; October 2019 Mtg., Bd. Dec. 29

F. Promotion

RI directors-elect, directors-nominee and their respective Institute planning committees, should

consider promoting
1. emerging information about RI and our Rotary Foundation;
2. fellowship opportunities, especially re-connecting with one’s governor-class;
3. opportunities to interact with senior Rotary leaders regarding Rotary policies. (June 2010 Mtg.,
Bd. Dec. 248)

Source: June 2010 Mtg., Bd. Dec. 248

G. Adjunct Meetings

1. GETS are considered the only mandatory adjunct meetings. Separate sessions or seminars shall,
with the permission of the convener, be held at (or near) the same time and location of the institutes,
which may include training for governors-elect, governors-nominee, partners of incoming
governors, district trainers, and the One Rotary seminar. Adjunct meetings must

a. not interfere with, and should not duplicate, the main program of the institutes, which is
primarily for past RI officers;

b. therefore be also under the direction of the convener;

c. not duplicate the program at the International Assembly;

d. be consistent with RI policy and information developed by RI;

e. be promoted and financed as quite distinct from the institute itself.

Rotary Code of Policies 398
June 2020

2. However, any events coming before or after an institute - such as governors-elect training seminars
(GETS), the One Rotary seminar, governor-nominee training, training for district trainers, or
recreational events - should be clearly described as pre- (or post-) institute events, which may
involve a different audience than those attending an institute.

3. It is the responsibility of all Rotary institute conveners to ensure that the program for zone-level
training of governors-elect as adopted by the Board is fully implemented.

4. It is recommended that presentation, equipment, and room charges for the training seminar be
included as part of the event budget and are provided at no cost to either RI or the GETS
training team. The GETS training team should be provided with the appropriate meeting space
and equipment. The following logistical and equipment needs are recommended:

a) Tables and chairs for participants set-up in a “U” shape (group size of no more than 25-30
governors-elect)
b) Podium or table for training leader
c) LCD projector, laptop computer, or overhead projector
d) Flipchart stand, paper, and markers (January 2020 Mtg. Bd. Dec. 85)

Source: April 1991 Mtg., Bd. Dec. 265; March 1992 Mtg., Bd. Dec. 212; Amended by March 1993 Mtg., Bd. Dec. 188; February 1995 Mtg., Bd.
Dec. 183; August 1999 Mtg., Bd. Dec. 43; November 1999 Mtg., Bd. Dec. 214; February 2000 Mtg., Bd. Dec. 298; October 2003; Mtg., Bd. Dec. 117;
November 2004 Mtg., Bd. Dec. 52; January 2008 Mtg., Bd. Dec. 174; January 2012 Mtg., Bd. Dec. 159; January 2013 Mtg., Bd. Dec. 154;
October 2018 Mtg., Bd. Dec. 57; January 2020 Mtg., Bd. Dec. 85

H. Finances

1. Each institute shall be financially self-supporting through registration fees and voluntary
donations (including goods and services) or sponsorships in accordance with RI Guidelines.
Funds raised for the institute shall only be spent on institute-related expenses;

2. Adjunct meetings shall also be self-supporting through registration fees;

3. Districts and clubs (and non-participating Rotarians) shall not be required to pay any institute
expenses, except for the costs of their governor and incoming governor (and other future RI
officers at the discretion of districts and clubs), or as sponsors in accordance with RI Guidelines;

4. The convener shall make every effort to contain costs by

a. securing reasonably priced facilities and accommodations;

b. minimizing the number and cost of social functions;
c. minimizing the cost of speakers and any others invited from outside Rotary or the zone;
d. offering lower-cost or hosted lodging in the area, corporate sponsorships, and/or increased
flexibility for meal options.

5. Rotary International provides adequate general liability (also known as public liability and
third-party liability) insurance coverage for each institute. Coverage is limited to policy terms
and excludes institute activities such as fireworks displays, motor racing events, and use of
airplanes and watercraft to name a few. Coverage terms and limitations may change annually.
Please contact RI Risk Management for additional information;
Rotary Code of Policies 399
June 2020

6. After all expenses have been paid, any surplus balance shall, in cooperation with the convener
and the treasurer of the next institute, be carried forward for the sole use of that and future
institutes. Only when necessary, due to local circumstances, and with the written agreement
of the following year’s institute convener and treasurer, and the general secretary, the surplus
balance may be disposed of using an alternative method.

7. No financial guarantee for Rotary institute conveners is appropriate or necessary.

8. RI will reimburse the transportation expenses incurred by conveners for travel to the institute
site on up to two occasions, if necessary, for preparation and planning purposes. Conveners
are encouraged to make these trips in conjunction with other Rotary travel, whenever possible,
for economic reasons.

9. RI will reimburse the transportation expenses incurred by conveners, and their partners when
accompanying them, to attend Rotary institutes, in accordance with RI’s established travel and
expense policy.

10. Rotary institutes are expected to cover all other expenses incurred by the conveners and their
partners attending their institute. Nevertheless, any such other expenses associated with the
Rotary institute at which the director serves as convener that are not covered by the institute
budget, including partner expenses when accompanied by proper business purpose
documentation, shall be reimbursed to the extent of the director’s allocation available pursuant
to the “Policy for Expenses of General Officers” under section 69.040.1. of the Rotary Code
of Policies.

11. Expenses of Directors and partners for attending institutes other than those in which the director
serves as convener will be reimbursed where such expenses are in furtherance of the business
purposes of RI to the extent of the director’s allocation available pursuant to the “Policy for
Expenses of General Officers” under section 69.040.1. of the Rotary Code of Policies.

12. An advance of US$1,000 may be made for each institute when requested by a convener, such
advance to be refunded on completion of the institute. (April 2019 Mtg., Bd. Dec. 148)
Source: July 1987 Mtg., Bd. Dec. 55; May 1989 Mtg., Bd. Dec. 362; April 1991 Mtg., Bd. Dec. 265; Amended by March 1993 Mtg., Bd. Dec. 188;
March 1994 Mtg., Bd. Dec. 164; February 1995 Mtg., Bd. Dec. 183; February 1996 Mtg., Bd. Dec. 247; June 1996 Mtg., Bd. Dec. 290; March 1997
Mtg., Bd. Dec. 202; November 1997 Mtg., Bd. Dec. 198; November 1999 Mtg., Bd. Dec. 251; February 2001 Mtg., Bd. Dec. 202; June 2002 Mtg.,
Bd. Dec. 273; May 2003 Mtg., Bd. Dec. 361; October 2003 Mtg., Bd. Dec. 117; June 2010 Mtg., Bd. Dec. 248; April 2019 Mtg., Bd. Dec. 148

I. Reports

1. Each convener shall, within ninety days after the conclusion of an institute, send to the convener
of the following institute, and to each governor and past director within that zone(s) a complete
financial statement, examined and approved by the convener, the chair, and the treasurer of the
institute, detailing all revenues and expenses of the institute. The financial statement shall
include any surplus balance received from the prior year’s institute and any surplus balance
carried forward to the following year’s institute. The convener shall also provide written
confirmation of compliance to the general secretary within ninety days after the conclusion of
an institute. Failure to comply with these requirements, after having been notified by the
general secretary, shall result in the convener being ineligible to receive any future RI or Rotary
Foundation volunteer appointment or assignment until compliance is confirmed.
Rotary Code of Policies 400
June 2020

2. The general secretary shall provide a status report regarding past due institute financial reports
to the Audit Committee on an annual basis. (April 2018 Mtg., Bd. Dec. 167)

Source: March 1993 Mtg., Bd. Dec. 188; Amended by November 2000 Mtg., Bd. Dec. 175; June 2001 Mtg., Bd. Dec. 444; November 2001 Mtg.,
Bd. Dec. 45; November 2002 Mtg., Bd. Dec. 169; March 2005 Mtg., Bd. Dec. 230; June 2007 Mtg., Bd. Dec. 226; April 2018 Mtg., Bd. Dec. 167

Cross References

19.040.8. Reimbursement of Expenses for Governors-Elect Attendance at GETS

72.010.1. Risk Management Guidelines for Rotary Institutes


Rotary Code of Policies 401
June 2020

Article 61. General Policies of RI Meetings

61.010. Manuals for Sergeants-at-Arms

61.020. Sergeant-at-Arms Committee
61.030. Sergeants-at-Arms Leadership Candidate Book
61.040. Recommended Protocol at RI Meetings

61.010. Manuals for Sergeants-at-Arms

Manuals for the general guidance of the International Assembly, International Convention, and
Council on Legislation sergeants-at-arms have been prepared and are revised from time to time by
the Board. Such manuals include Board policy governing sergeants-at-arms. The general
secretary is authorized to update the manuals as needed, provided that all proposed changes are
distributed to the Board for review one month before they take effect, and that any proposed
changes objected to by a director be reviewed by the Board at its next meeting. Each sergeants-
at-arms committee is likewise requested to include in its final report any recommended changes to
the manuals. (October 2013 Mtg., Bd. Dec. 30)

Source: June 2001 Mtg., Bd. Dec. 405; Amended by January 2012 Mtg., Bd. Dec. 159; June 2013 Mtg., Bd. Dec. 234

61.010.1. Sergeants-at-Arms
A Rotarian may be appointed to serve as a sergeant-at-arms regardless whether the Rotarian
has a partner and, if the Rotarian has a partner, regardless whether the partner is also willing
to serve as a sergeant-at arms.

A sergeant-at-arms team shall comprise members with approximately

‒ one-third having two years’ or less prior experience as a sergeant-at-arms

‒ one-third having three to five years’ prior experience as a sergeant-at-arms
‒ one-third having five or more years’ experience as a sergeant-at-arms

RI directors and convention committee members may recommend Rotarians experienced

in the sergeant-at-arms role at the regional level for consideration as candidates on
sergeant-at-arms teams.

A sergeant-at-arms evaluation procedure has been designed and can be used by the chief
sergeant-at-arms to better inform the selection of a sergeant-at-arms team.

The number of times a Rotarian can serve as chief sergeant-at-arms for a given event is
limited to two. (April 2020 Mtg., Bd. Dec. 127)
Source: January 2020 Mtg., Bd. Dec. 105

61.020. Sergeant-at-Arms Committee

The RI Board has approved the establishment of a Sergeant-at-Arms Committee every three years,
such committee to be appointed by the RI president who serves during a Council on Legislation
year. The committee shall meet at the Council on Legislation. (June 2013 Mtg., Bd. Dec. 234)

Source: June 2013 Mtg., Bd. Dec. 234

Rotary Code of Policies 402
June 2020

61.030. Sergeants-at-Arms Leadership Candidate Book

The sergeants-at-arms Leadership Candidate Book contains a listing of those Rotarians with
sufficient experience as sergeants-at-arms at RI meetings to serve in the sergeants-at-arms
Leadership of the International Convention, International Assembly, and Council on Legislation
as developed by the Sergeants-at-arms Academy in 1997 and updated in 1999 and 2001. This list
should be updated on an annual basis as necessary. (June 2001 Mtg., Bd. Dec. 405)

Source: June 2001 Mtg., Bd. Dec. 405

61.040. Recommended Protocol at RI Meetings

At the RI Convention, International Assembly, and Council on Legislation the recommended
Rotary protocol may be modified as deemed necessary by the physical constraints of the space and
the program itself. (September 2011 Mtg., Bd. Dec. 34)

Source: November 2007 Mtg., Bd. Dec. 87; Amended by May 2011 Mtg., Bd. Dec. 182; September 2011 Mtg., Bd. Dec. 34


Rotary Code of Policies 403
June 2020

CHAPTER VIII

FINANCES

Articles
66. General Finance Provisions
67. Audits
68. Budgets
69. Expenses and Reimbursements
70. Investments
71. Revenues
72. Risk Management and Insurance

Article 66. General Finance Provisions

66.010. Annual Report

66.020. Audited Financial Statements
66.030. Banking Procedures
66.040. Fiscal Agents
66.050. Contracts
66.060. One Rotary Center Real Estate Management Policy
66.070. Administrative Services Agreement between RI and TRF

66.010. Annual Report

The general secretary is requested to produce an annual report covering the accomplishments,
administration, programs and finances of RI, including its Foundation, in English, Spanish,
Portuguese, Japanese, French, German, Italian, Korean, and Swedish. (May 2000 Mtg., Bd. Dec.
439)

Source: February 1988 Mtg., Bd. Dec. 280; Amended by May 2000 Mtg., Bd. Dec. 439

66.020. Audited Financial Statements

Audited financial statements shall be published in English and made available on the RI website.
Additional copies of the audited financial statements shall be available to all Rotarians upon
request. (January 2013 Mtg., Bd. Dec. 141)

Source: November 1990 Mtg., Bd. Dec. 199; Amended by May 2000 Mtg., Bd. Dec. 439; June 2001 Mtg., Bd. Dec. 310; January 2013 Mtg., Bd.
Dec. 141
Rotary Code of Policies 404
June 2020

66.030. Banking Procedures

66.030.1. Resolutions on Financial Accounts and Services

The Board regularly reviews and amends, where necessary, the “Resolutions on Financial
Accounts and Services.” (October 2019 Mtg., Bd. Dec. 76)

Source: June 1997 Mtg., Bd. Dec. 401; Amended by August 1999 Mtg., Bd. Dec. 117; November 2007 Mtg., Bd. Dec. 129; January
2011 Mtg., Bd. Dec. 170; January 2012 Mtg., Bd. Dec. 230; January 2013 Mtg., Bd. Dec. 180; July 2014 Mtg., Bd. Dec. 23; January
2016 Mtg., Bd. Dec. 143; January 2017 Mtg., Bd. Dec. 139; October 2019 Mtg., Bd. Dec. 76

66.030.2. Rotary Exchange Rates

The audited financial statements of Rotary International present the consolidated financial
impact of the activities undertaken by the organization on a global basis. Because Rotary
operates in different economic and currency environments, some transactions must be
converted from the currency in which they took place to Rotary’s base currency for
financial reporting, which is U.S. Dollars. Rotary adopts the following policy with regard
to the translation of non-U.S. Dollar denominated transactions into U.S. Dollars.

1. Rotary International will establish the Rotary Exchange Rates for foreign currency
translation
2. The exchange rates will be in compliance with US Generally Accepted Accounting
Principles
3. The exchange rates will be sufficiently accurate to provide a clear picture of the
operations
4. The general secretary, through delegation to the Chief Financial Officer, will be
responsible for maintaining a procedure for the calculation and reporting of the
exchange rates
5. The Finance Committee will from time to time review the procedure. (October 2018
Mtg., Bd. Dec. 71)

Source: June 2017 Mtg., Bd. Dec. 197; Amended by October 2018 Mtg., Bd. Dec. 71

66.040. Fiscal Agents

66.040.1. Audits of Fiscal Agents

Audits of RI fiscal agents shall be conducted by local public accounting firms. (June 1998
Mtg., Bd. Dec. 348)

Source: March 1994 Mtg., Bd. Dec. 208

66.040.2. Term of Appointment of Fiscal Agents

The office of a fiscal agent shall be for a period of two Rotary years with the provision that
the fiscal agent may be reappointed on a biennial basis for a period not to exceed six years,
unless the Board for practical reasons specifically approves otherwise. The fiscal agent
shall countersign a copy of the letter of appointment specifying his term. (June 2013 Mtg.,
Bd. Dec. 246)

Source: February 1980 Mtg., Bd. Dec. 310; Amended by June 2013 Mtg., Bd. Dec. 246
Rotary Code of Policies 405
June 2020

Cross References

32.060.3. Fiscal Agent Systems

66.050. Contracts
The general secretary shall establish and maintain a policy for the review of contracts. The general
secretary shall review contracts in accordance with the financial parameters established in the RI
Policy on Contracts. (January 2017 Mtg., Bd. Dec. 86)

Source: November 2007 Mtg., Bd. Dec. 51; May 2011 Mtg., Bd. Dec. 192; September 2011 Mtg., Bd. Dec. 34; January 2017 Mtg., Bd. Dec. 86

66.060. One Rotary Center Real Estate Management Policy

The Board has adopted a “One Rotary Center Real Estate Management Policy.” (November 2001
Mtg., Bd. Dec. 45)

Source: June 2001 Mtg., Bd. Dec. 439; Amended by February 2002 Mtg., Bd. Dec. 229; June 2002 Mtg., Bd. Dec. 303

66.070. Administrative Services Agreement between RI and TRF

The general secretary shall ensure that the renewal of the Administrative Services Agreement
between RI and TRF occurs at least triennially. (June 2018 Mtg., Bd. Dec. 185)

Source: October 2015 Mtg., Bd. Dec. 87; January 2017 Mtg., Bd. Dec. 132; June 2017 Mtg., Bd. Dec. 194; June 2018 Mtg., Bd. Dec. 185; May
2019 Mtg., Bd. Dec. 183

Cross References

32.060. General Secretary’s Responsibility for Finance Matters


Rotary Code of Policies 406
June 2020

Article 67. Audits

67.010. Auditing Services Charter

67.020. Guidelines for Appointment and Evaluation of the Independent Auditor

67.010. Auditing Services Charter

The Auditing Services Charter shall be as follows:

A. Policy Statement

It is the policy of Rotary International and The Rotary Foundation to maintain a comprehensive
program of internal auditing as an overall control measure and as a service to the senior leadership
and management of the organization.

B. Mission and Scope of Work

The mission of Auditing Services is to provide independent, objective assurance services and may
provide consulting services to help improve the operations of the Secretariat of Rotary
International (hereinafter the “Secretariat”). Auditing Services helps the Secretariat achieve the
mission of Rotary International and The Rotary Foundation by bringing a systematic, disciplined
approach to evaluate and advise management on improving the effectiveness of control systems,
risk management, and/or governance processes.

The scope of work of Auditing Services is to assist in determining whether the Secretariat’s
governance, risk management practices, and internal control structure, as designed and represented
by management, are adequate and functioning in a manner to reasonably assure that

1. Risks (strategic, financial, operational, compliance and other) are appropriately identified and
managed
2. Interaction with the various internal governance and risk management groups occurs as needed
3. Resources are acquired economically, used efficiently, and adequately protected
4. Operations, programs, plans, and objectives are achieved effectively, efficiently, economically,
and safely
5. Significant financial, managerial, and operating information is accurate, reliable, and timely
6. The Secretariat and employees’ actions are in compliance with policies, standards, procedures,
and applicable laws and regulations
7. Quality and continuous improvement are considered in existing control processes
8. Significant legislative or regulatory issues are recognized and addressed appropriately
9. Opportunities for improving control, accountability, and image are identified

C. Role

Auditing Services is established by the Board of Directors, and its responsibilities are directed by
the Audit Committee as part of that committee’s oversight role.

Auditing Services will adhere to The Institute of Internal Auditors' mandatory guidance including
the Definition of Internal Auditing, the Code of Ethics, and the International Standards for the
Professional Practice of Internal Auditing (“Standards”). This mandatory guidance constitutes
Rotary Code of Policies 407
June 2020

principles of the fundamental requirements for the professional practice of internal auditing and
for evaluating the effectiveness of Auditing Services’ performance.

The Institute of Internal Auditors' Practice Advisories, Practice Guides, and Position Papers will
also be adhered to as applicable to guide operations. In addition, the Auditing Services function
will adhere to Rotary International’s and The Rotary Foundation’s relevant policies and procedures
and the function's standard operating procedures manual.

D. Authority

As necessary to accomplish its responsibilities, Auditing Services shall

1. Have access to all records, property, and personnel

2. Have access to the general secretary, the Audit Committee, and the Operations Review
Committee
3. Be provided with and allocate adequate resources, determine scopes of work, and apply the
techniques required to accomplish audit objectives

All employees are requested to assist the Auditing Services function in fulfilling its roles and
responsibilities.

E. Independence and Objectivity

Subject to the authority of the RI Board of Directors, TRF Trustees, and the Audit Committee, the
Auditing Services function will remain free from interference by any element in the organization,
including matters of audit selection, scope, procedures, frequency, timing, or report content to
permit maintenance of a necessary independent and objective mental attitude.

Auditing Services is not authorized to

1. Perform any operational duties for the Secretariat
2. Initiate or approve accounting transactions external to Auditing Services
3. Direct the activities of any Secretariat employee not employed by Auditing Services, except to
the extent such employees have been appropriately assigned to auditing teams or to otherwise
assist the internal auditors

Internal auditors will exhibit the highest level of professional objectivity in gathering, evaluating,
and communicating information about the activity or process being examined. Internal auditors
will make a balanced assessment of all the relevant circumstances and not be unduly influenced
by their own interests or by others in forming judgments.

The general auditor will confirm to the board, at least annually, the organizational independence
of the Auditing Services function.

F. Organization

To provide for the independence of Auditing Services, its personnel report functionally to the RI
Board and TRF Trustees through the Audit Committee and administratively to the general
secretary.
Rotary Code of Policies 408
June 2020

G. Responsibility

In general, all members of the Secretariat staff are responsible for the Secretariat's internal control
structure. Specifically:

1. The general secretary is responsible for the establishment and maintenance of effective risk
management practices and a positive control environment by providing leadership, direction and
oversight to the senior managers who control and manage the business operations of the Secretariat.

2. Senior and operational managers are responsible for the design, implementation, and maintenance
of specific internal control practices and procedures within their areas of supervision. These managers
are also responsible for providing to the general auditor, upon request, full and unrestricted access to
all activities, records, and personnel.

3. The general auditor is responsible to senior leadership and management for the following:

a. Evaluation and assessment of the adequacy, efficiency, and effectiveness of the Secretariat's control
systems, risk management, and/or governance processes.

b. Contribution to the organization's ongoing effectiveness.

c. Reporting of significant issues related to the processes for controlling the activities of the
Secretariat, including potential improvements to those processes.

d. Information on the status and results of the annual audit plan and the sufficiency of Auditing
Services resources.

4. Auditing Services has responsibility to:

a. Annually develop a flexible audit plan taking into account any risks or control concerns
identified by senior management and leadership, as well as projected benefits and costs of each
planned engagement. The general auditor will communicate the impact of resource limitations
and significant interim changes to senior management and the Audit Committee.

The plan is reviewed with the general secretary and Audit Committee for necessary revisions and
approval by 30 June of each year. The approved plan shall be reviewed with the Operations
Review Committee at its next scheduled meeting. Any significant deviation from the approved
internal audit plan will be communicated to senior management and the Audit Committee through
periodic activity reports.

b. Implement the approved annual audit plan including any special tasks, projects, or consulting
engagements requested and/or approved by the general secretary, the Audit Committee, and/or the
Operations Review Committee.

c. As requested, in consultation with the Audit Committee chair, assist in the investigation of
significant suspected fraudulent activities within the Secretariat and notify the general secretary,
the Audit Committee, and/or the RI Operations Review Committee of the results.
Rotary Code of Policies 409
June 2020

d. Consider the scope of work of the external auditors and other third parties, as appropriate, for
the purpose of providing optimal audit coverage to the Secretariat.

e. Receive, evaluate, and respond to requests from the president and the president-elect, the Board
of Directors acting collectively, the Audit Committee, the TRF Trustees Chair, the Trustees of The
Rotary Foundation acting collectively, the RI Finance Committee, the Operations Review
Committee, and the general secretary.

f. Review the audit charter annually with the general secretary and the Audit Committee for
necessary updates and revisions.

H. Reporting and Monitoring

Auditing Services will complete fair, factual, and balanced reports summarizing the activities and
observations of each audit and/or project. Individual audit reports shall detail the audit objectives
and scope; observations, conditions, and applicable recommendations; and management responses
and action plans. Executive summaries of audit reports may be prepared for certain audiences.
Special project and consulting engagement reports may deviate from this format depending upon
the circumstances.

The general secretary and affected operational management should be given ample opportunity to
review the report prior to final distribution. This review should provide an opportunity to correct
errors, omissions, misunderstandings, or other inaccuracies and provide suggestions. The general
secretary and management have no authority to change any aspect of the audit report. If a
difference of opinion exists, the general secretary or management may submit a formal statement
with the response in the audit report.

Auditing Services will be responsible for appropriate follow-up on engagement findings and
recommendations. All significant findings will remain in an open issues file until cleared with
approval of the Audit Committee.

The General Auditor will periodically report to senior management and the Audit Committee on
the Auditing Services function’s purpose, authority, and responsibility, as well as performance
relative to its plan. Reporting will also include significant risk exposures and control issues,
including fraud risks, governance issues, and other matters needed or requested by senior
management and the Audit Committee.

At a minimum, audit report distribution should comply with the following guidelines:

1. Audit Reports
Final audit reports will include reportable observations, as defined by Auditing Services, and will
be distributed to the following:

a. Audit Committee members

b. Operations Review Committee members
c. President and president-elect
d. General secretary
Rotary Code of Policies 410
June 2020

e. All general managers and affected operational management

f. TRF Trustee chair
g. External audit firm engagement partner and/or manager
h. Risk Management

2. Executive Summaries
Executive summaries of final audit reports will be distributed to the following:
a. All other RI Directors
b. All other TRF Trustees

3. Other Observations for Improvement Opportunities

Final audit observations that are not considered reportable, as defined by Auditing Services, will
be reported in a separate communication to affected management as determined by the general
auditor.

4. Special Project and Consulting Engagement Reports

The general auditor will consult with the general secretary and/or Audit Committee chair to
determine distribution of individual reports on special projects and consulting engagements.

I. Standards of Audit Practice

Auditing Services will meet or exceed the International Standards for the Professional Practice of
Internal Auditing of the Institute of Internal Auditors.

Auditing Services will maintain a quality assurance and improvement program that covers all
aspects of the Auditing Services function. The program will include an evaluation of the Auditing
Services function’s conformance with the Definition of Internal Auditing and the Standards and
an evaluation of whether internal auditors apply the Code of Ethics. The program also assesses the
efficiency and effectiveness of the Auditing Services function and identifies opportunities for
improvement.

The general auditor will communicate to senior management and the Audit Committee on the
Auditing Services function’s quality assurance and improvement program, including results of
ongoing internal assessments and external assessments conducted at least every five years. (June
2017 Mtg., Bd. Dec. 200)

Source: July 1997 Mtg., Bd. Dec. 87; February 2004 Mtg., Bd. Dec. 216. Affirmed by June 1998 Mtg., Bd. Dec. 402. Amended by June 1999
Mtg., Bd. Dec. 346; May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg., Bd. Dec. 162; June 2007 Mtg., Bd. Dec. 226; November 2009 Mtg., Bd.
Dec. 102; June 2010 Mtg., Bd. Dec. 265; October 2013 Mtg., Bd. Dec. 30; May 2014 Mtg., Bd. Dec. 171; June 2017 Mtg., Bd. Dec. 200

Cross References

31.070.2. Meetings of the Finance Committee

Rotary Code of Policies 411
June 2020

67.020. Guidelines for Appointment and Evaluation of the Independent Auditor

The RI Board of Directors is responsible for appointment and evaluation of the independent auditor.
The Audit Committee assists the Board in executing this responsibility by

 defining and communicating performance expectations;

 monitoring and assessing performance;
 making recommendations to the Board regarding services, fees and appointment; and
 overseeing any competitive selection process.

The Audit Committee is to communicate with the Trustee Chair regarding any appointment or
evaluation of the independent auditor.

The Audit Committee will monitor and evaluate the performance of the independent auditor as
outlined in the “Annual Performance Assessment” as defined in these guidelines. Each year, the
Audit Committee will document and communicate its assessment to the Board and the Trustee
Chair, and make recommendations to the Board as necessary. Recommendations may include
conducting a competitive selection based on serious and/or ongoing performance deficiencies. The
Audit Committee will solicit and consider input from management.

In general, unless circumstances dictate otherwise, the Audit Committee, on behalf of the Board and
Trustees, will formally consider and conduct a comprehensive review for the selection of its
independent auditor based on competitive proposals at least once every seven (7) years. The Audit
Committee will solicit and consider input from management.

A. Annual Performance Assessment

The general secretary will distribute evaluation criteria and related materials for use in monitoring
and evaluating the performance of the independent auditor during the year. This information will
be distributed prior to the start of the significant audit services (e.g. typically in January or February)
to the following:

 Members of the Audit Committee

 General Secretary
 Other Secretariat Managers as deemed necessary

At the conclusion of the audit services (e.g. October), the general secretary will solicit evaluation
feedback from the noted Rotary leaders and managers. The evaluation and feedback will be reported
to the Audit Committee at its subsequent meeting (typically, February). Evaluation criteria should
remain fairly constant from year to year to allow evaluation of performance trends over time.
Examples of potential performance evaluation criteria include, but are not limited to:

 Audit plan expected and actual results

 Quality of audit services
 Timeliness of audit and deliverables
 Audit fees (actual versus agreed)
 Independence
 Understanding of Rotary
Rotary Code of Policies 412
June 2020

 Type, frequency and quality of information and communication

 Availability and transparency

The Audit Committee should discuss with the independent auditor (in closed session if necessary):

 Questions or concerns regarding performance of the independent auditor during the prior fiscal
year and/or the overall relationship
 Performance expectations
 The proposed audit plan, scope, and fees for the next annual audit(s)
 Questions or concerns of the independent auditors

The Audit Committee will communicate the results of its deliberations regarding the independent
auditor’s performance and proposals to the Board through its meeting minutes/report to the Board.
The Audit Committee will make specific recommendations, if any, to the Board concerning
acceptance of the independent auditor’s proposal for the next fiscal year. The Audit Committee may
make other recommendations to the Board, including competitive bidding of these services. If
competitive bidding is recommended, the Trustee Chair should be notified.

The Audit Committee’s deliberations will include consideration of the annual evaluation survey
results. Throughout the year, the Audit Committee should have complete, direct, and open access
to the independent auditor. The general secretary will assist and facilitate this access.

Discussion of the independent auditor’s performance may be placed on the agenda of any Audit
Committee meeting.

If necessary, the independent auditor’s performance may be reviewed between regularly scheduled
committee meetings. Either the Audit Committee chair or management may initiate this review.
The chair should determine the best approach to conduct the review. The results of any review
should be documented and communicated.

B. Competitive Selection
The Audit Committee will oversee the process of competitive selection of the independent auditor.
The Audit Committee will solicit and consider input from management.

The general secretary will coordinate the competitive selection process in consultation with the Audit
Committee. The general manager of The Rotary Foundation, or his designee, will be included in
correspondence with management, and will be invited to participate in any management group
involved in the selection process.

Specific selection procedures will be defined in detail at the time the actual selection process begins.
Generally, the process should include the following:

1. Establish selection process procedures and timeline

2. Define service requirements
3. Select evaluation group(s) and communicate responsibilities
4. Establish audit firm evaluation criteria and scoring methodology
5. Research audit firms and develop audit firm selection universe
Rotary Code of Policies 413
June 2020

6. Prepare and distribute request for proposal package

7. Evaluate proposals based on established criteria
8. Select audit firm(s)
9. Request/receive oral presentations from selected audit firms
10. Final evaluation and selection (June 2010 Mtg., Bd. Dec. 265)

Source: February 2007 Mtg., Bd. Dec. 208; Amended by June 2010 Mtg., Bd. Dec. 265


Rotary Code of Policies 414
June 2020

Article 68. Budgets

68.010. Budget Review Process

68.020. Authority to Exceed RI Budget
68.030. Capital Expenditures

68.010. Budget Review Process

The budget review process for the following fiscal year shall also include review of the original
Board approved budget for the year, and a budget variance review system. Such a system shall
provide the president and the general secretary with an explanation of any actual or anticipated
variance. (June 2017 Mtg., Bd. Dec. 195)

Source: May 1989 Mtg., Bd. Dec. 370; Amended by June 2017 Mtg., Bd. Dec. 195

68.010.1. President-elect Responsibility for Budget Preparation

The president-elect of RI shall participate in the preparation of the RI budget for the year
he or she is president. (October 2015 Mtg., Bd. Dec. 85)
Source: November 1997 Mtg., Bd. Dec. 107; Amended by October 2015 Mtg., Bd. Dec. 85

68.010.2. General Secretary Responsibility for Budget Preparation and Implementation

a) The general secretary has full responsibility to manage and control the RI budget
preparation process and the implementation of the approved budget and Board-authorized
variances

b) The general secretary has full responsibility and authority to regularly review and
monitor, throughout the fiscal year, actual results at a detailed level against the approved
budget, including authorized variances approved by the Board, and the reallocation of
budgeted spend during the year pursuant to the secretariat policy on budget reallocation
established and defined by the General Secretary in consultation with the chair of the
Finance Committee

c) Financial statements must be produced on a timely basis for review by the Board

d) All budgeted spend is to be managed at a cost center level

e) Available budgeted spend from cost centers may be made available for activities in
other cost centers with advance written approval by the general secretary

f) All financial transactions are to be properly accounted for in compliance with the
organization's chart of accounts and cost centers

g) The general secretary is authorized to take whatever steps are needed to exercise his
authority in the implementation of this policy

h) The general secretary shall recognize the priority of integrating the budget process with
the Secretariat Strategic Plan and shall maintain accountability for budgets through the staff
evaluation process. (June 2017 Mtg., Bd. Dec. 195)
Source: June 1998 Mtg., Bd. Dec. 393; November 2001 Mtg., Bd. Dec. 147; Amended by October 2015 Mtg., Bd. Dec. 85; June 2017
Mtg., Bd. Dec. 195
Rotary Code of Policies 415
June 2020

68.010.3. Chief Financial Officer Responsibility for Budget Preparation

The Chief Financial Officer has financial and operational authority over the budget process
and the utilization of funds at RI, under the direction of the general secretary. (February
1999 Mtg., Bd. Dec. 196)

Source: June 1998 Mtg., Bd. Dec. 393

68.010.4. Authority over International Office Financial Matters

The Chief Financial Officer shall have line reporting authority over the RI International
Offices regarding financial matters. (January 2013 Mtg., Bd. Dec. 141)

Source: November 1997 Mtg., Bd. Dec. 208; Amended by January 2013 Mtg., Bd. Dec. 141

68.010.5. Financial Impact of Board Agenda Items

Advance memorandum items presented for RI Board consideration which have any financial
impact on the capital or operating budgets of RI must be submitted to Financial Services
through the Chief Financial Officer no later than 30 days prior to the Board meeting for analysis
of that impact. Those items presented after the 30-day deadline will be deferred to the next
meeting unless the president, in consultation with the Executive Committee, agrees to their
presentation at the current meeting. (October 2013 Mtg., Bd. Dec. 30)

Source: October 1998 Mtg., Bd. Dec. 170; Amended by October 2013 Mtg., Bd. Dec. 30

68.010.6. Annual Budgeting for Dues Revenue

For all RI budgets, the anticipated dues revenue shall be based on membership as of 31
December of the current year, minus a five-year average of the 31 December to 1 July
annual gap. (April 2020 Mtg., Bd. Dec. 147)

Source: November 2002 Mtg., Bd. Dec. 184; Amended by October 2014 Mtg., Bd. Dec. 105; September 2016 Mtg., Bd. Dec. 28;
April 2020 Mtg., Bd. Dec. 147

Cross References

31.070.1. Finance Committee Responsibilities

68.020. Authority to Exceed RI Budget

The general secretary has the authority to pay the outstanding obligations of Rotary International,
even though in excess of the appropriated budget, for any fiscal year, provided that the general
secretary and treasurer in consultation with the chair of the Finance Committee report to the
president and the Board at each meeting any expected or projected material deviation from the
budget. (June 2017 Mtg., Bd. Dec. 195)

Source: April 1991 Mtg., Bd. Dec. 317; Amended by May 2003 Mtg., Bd. Dec. 325; January 2013 Mtg., Bd. Dec. 141; June 2017 Mtg., Bd. Dec.
195
Rotary Code of Policies 416
June 2020

68.030. Capital Expenditures

Note: The Board regularly reviews and amends, where necessary, the “RI Policy on Financing
Capital Expenditures and Projects,” which is as follows:

A. Purpose
The purpose of this policy is to identify those circumstances under which financing capital
projects or equipment with debt or through capital leases is appropriate. The policy also
establishes limits for the level of permitted indebtedness and capital leases and stipulates the
approvals required to incur debt or enter into a capital lease.

B. Scope
This policy applies to the financing of Rotary International's capital expenditures and projects.

C. Policy

1. The incurrence of debt will be considered under the following circumstances:

a) If spending available cash on capital project(s) will impede the organization's ability to
attain or maintain RI's reserve policy, and

b) The project being financed is expected to generate incremental income in future years
that can be used to offset future debt payments.

2. The entering into a capital lease will be considered under the following circumstances:

a) The equipment being acquired is of a nature that technological advances will make the
equipment obsolete over relatively short periods of time, and

b) The effective lease rate is less than the expected rate of return on investments over the
term of the lease.

3. The amount of permitted debt plus capital leases is subject to the following:

a) Total debt and capital leases shall not exceed 15% of RI's unrestricted net assets.

b) Income available for debt service should be equal to or greater than two times the annual
debt service (principle and interest) and lease payments. Income available for debt
service equals revenues less adjusted operating expenses. Adjusted operating expense
equals operating expenses less depreciation, amortization, interest expense, and any
extraordinary items.

D. Authority
The Board must approve any incurrence of debt. The general secretary may approve capital
leases in amounts not to exceed $100,000 in any fiscal year. Amounts in excess of $100,000
in any fiscal year must be approved by the Board. (October 2019 Mtg., Bd. Dec. 29)

Source: June 1996 Mtg., Bd. Dec. 341; Amended by June 2008 Mtg., Bd. Dec. 290; January 2013 Mtg., Bd. Dec. 141; October 2019 Mtg., Bd.
Dec. 29
Rotary Code of Policies 417
June 2020

68.030.1. Threshold for Capital Items

The general secretary is authorized, after prior consultation with the treasurer or the chair
of the RI Finance Committee, to adjust the capitalization threshold as appropriate. (June
2007 Mtg., Bd. Dec. 315)

Source: June 2007 Mtg., Bd. Dec. 315

Cross References

31.050.3. Liaison Directors’ Expenses

31.120. Committee Finances
40.030. New Rotary Programs and Global Networking Groups


Rotary Code of Policies 418
June 2020

Article 69. Expenses and Reimbursements

69.010. Approval of Disbursements

69.020. Travel
69.030. Rotary Funding for Governors
69.040. General Officers’ Expenses
69.050. Officer Expenses
69.060. Miscellaneous Financial Matters

69.010. Approval of Disbursements

All disbursements generated by volunteers, including the office of president, shall be subject to
post-disbursement approval by the Treasurer, or his/her designate. The Treasurer shall report to
the Board on all substantive expenditures that have not been made in accordance with the approved
budget or in compliance with the policies adopted from time to time by the Board. (June 1998
Mtg., Bd. Dec. 348)

Source: March 1992 Mtg., Bd. Dec. 249

69.020. Travel

69.020.1. RI Travel Expenses

RI is committed to Rotarians worldwide to use their per capita dues and contributions
wisely by ensuring that those traveling at the expense of RI and its Foundation do so at the
least expensive available cost, consistent with good service and the RI Travel and Expense
Policy. All individuals traveling at RI expense are encouraged to conserve the funds of the
organization. (June 1998 Mtg., Bd. Dec. 348)

Source: March 1990 Mtg., Bd. Dec. 191; July 1996 Mtg., Bd. Dec. 35

69.020.2. Official RI Expense Statement

All Rotarians and staff must use the official RI Expense Statement for travel expense
reimbursements. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1997 Mtg., Bd. Dec. 211

69.020.3. Duties and Obligations

Any person whose attendance at a meeting, event or other activity is fully or partially
funded by RI, including Rotarians, their partners and others, shall fulfill their duties and
obligations for the meeting, event or activity as set forth in the RI constitutional documents,
the Rotary Code of Policies or official program for the meeting, event or activity. Funded
travelers who fail to fulfill their duties and responsibilities shall not be reimbursed by RI
for any expenses associated with the travel and shall return to RI all amounts paid to them
or on their behalf by RI in connection with the travel. The general secretary shall report
any failure to comply with the requirements of this policy to the RI Audit Committee.
(June 2009 Mtg., Bd. Dec. 276)

Source: June 2009 Mtg., Bd. Dec. 276

Rotary Code of Policies 419
June 2020

69.020.4. Travel Operations Management Plan

The Board regularly reviews and amends, where necessary, the “RI Travel Management
Plan.” (June 1998 Mtg., Bd. Dec. 348)
Source: November 1996 Mtg., Bd. Dec. 159

69.020.5. Rotary International Travel Service (RITS) Travel and Expense Policy
The Board regularly reviews and amends, where necessary, the RI Travel Service (RITS)
Travel and Expense Policy. (January 2019 Mtg., Bd. Dec. 85)

Source: November 1995 Mtg., Bd. Dec. 154; Amended by June 2001 Mtg., Bd. Dec. 314; June 2001 Mtg., Bd. Dec. 315; November
2002 Mtg., Bd. Dec. 65; May 2003 Mtg., Bd. Dec. 420; July 2004 Mtg., Bd. Dec. 16; March 2005 Mtg., Bd. Dec. 253; November 2006
Mtg., Bd. Dec. 127; June 2007 Mtg., Bd. Dec. 256; June 2008 Mtg., Bd. Dec. 248; June 2009 Mtg., Bd. Dec. 276; November 2010
Mtg., Bd. Dec. 110; June 2013 Mtg., Bd. Dec. 212; April 2016 Mtg., Bd. Dec. 162; June 2017 Mtg., Bd. Dec. 170; September 2017
Mtg., Bd. Dec. 24; January 2019 Mtg., Bd. Dec. 85

69.020.6. Personal Travel

The main purpose of the RI travel service (RITS) is to provide the best possible services to
those who travel on Rotary-funded assignments. Non-funded travel arrangements are the
personal responsibility of the individual travelers. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 189 pt. 3b

69.020.7. RI Travel Service (RITS) Relationship with a General Contractor

RI travel service (RITS) will have a contractual relationship with one general contractor
agency--and through it with as many subordinate accredited international travel agencies
as are necessary. Such agency shall provide the best possible cost-effective service to all
of the Rotary world in accord with the RI Travel and Expense Policy. (June 1998 Mtg.,
Bd. Dec. 348)
Source: March 1990 Mtg., Bd. Dec. 191

69.020.8. Exceptions to RITS Travel and Expense Policy

The purpose of the Rotary International Travel Service is to offer air routings and provide
associated travel services that facilitate the Rotary assignment of the proposed trip. As
such, it is expected the Rotary funded travelers will accept routings and fares that the travel
staff determine to be the most logical as per the written travel and expense policy.

Exceptions to the policy may be applied for in writing to the general secretary. Examples
of exceptions that may not be applied for include:

1) the selection of specific airlines for frequent flyer benefits where Rotary has the
opportunity to take advantage of lower fare or incentive programs on other airlines;

2) the selection of specific airlines where Rotary needs to fulfill its contractual
commitments with its preferred airlines;

3) the selection of full economy/coach class fares (for the benefit of personal first or
business class upgrades), where lower discount fares may be available; noting no change
to the current travel and expense policy for those entitled to business class where business
class is not available. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 189
Rotary Code of Policies 420
June 2020

69.020.9. Local Purchase Expense Reimbursement

Reimbursement to Rotarians for locally purchased airline tickets authorized by RITS is to
be processed upon submission of applicable receipts on an official Rotary International
expense statement to the Finance Department or to the appropriate Rotary international
office or fiscal agent. The submission of the required documentation may not occur prior
to the commencement of travel. (November 2006 Mtg., Bd. Dec. 35)

Source: November 1997 Mtg., Bd. Dec. 189; Amended by November 2006 Mtg., Bd. Dec. 35

69.020.10. RI Staff Travel

The Board has adopted a “RI Staff Travel Policy” that applies to all Rotary International
and Rotary Foundation employees who are authorized to travel on behalf of the organization.
Unless there are significant cost implications to changes in this policy, the general secretary
shall be authorized to revise the RI Staff Travel Policy as circumstances require. (November
2002 Mtg., Bd. Dec. 55)

Source: May 2000 Mtg., Bd. Dec. 462; June 2002 Mtg., Bd. Dec. 255

69.020.11. Partner Travel Reimbursements

The Board has adopted the RI Policy Regarding Partner Travel Expense Reimbursements.
Under this policy, Rotary will reimburse Rotary partner travel only if the function of the
travel serves a bona fide business purpose for Rotary International and the amounts
requested for reimbursement are substantiated by utilizing a RI “Document of
Reimbursable Activities of Partner.” Rotarians and partners who fail to fulfill these
requirements shall not be reimbursed by RI for any expenses associated with the travel and
shall return to RI all amounts paid to them or on their behalf to RI in connection with the
travel. Rotarians shall not be funded by RI for future travel until these requirements are
fulfilled. Persons who travel at RI expense may be subject to income taxes on the value of
the travel if the travel is not for a bona fide business purpose for RI. (October 2019 Mtg.,
Bd. Dec. 53)

Source: February 1998 Mtg., Bd. Dec. 313; May 2003 Mtg., Bd. Dec. 325; June 2009 Mtg., Bd. Dec. 276; October 2019 Mtg., Bd.
Dec. 53; Amended by November 2006 Mtg., Bd. Dec. 35

69.020.12. Master Account Billing Procedures

For all individuals traveling at RI expense, the general secretary shall limit the use of master
account billing procedures to the costs of the hotel room and tax only. All other individual
business expenses will be reimbursed according to the standard reimbursement procedures.

However at the International Assembly, Council on Legislation and other official RI

meetings where meal plans are contracted to be paid by RI or its Foundation, the costs of
that meal plan, applicable tax and service charges shall be charged to the master account
billing. (June 2007 Mtg., Bd. Dec. 290)

Source: November 1999 Mtg., Bd. Dec. 251; Amended by June 2007 Mtg., Bd. Dec. 290

69.020.13. Meal Expense Reimbursement Limit

The Board has established a per diem meal expense reimbursement limit of US$75 per
person for all those on RI-funded travel.
Rotary Code of Policies 421
June 2020

The Board recommends that expenses for meals outside of One Rotary Center should not
be claimed when RI provides meal coupons. (June 2017 Mtg., Bd. Dec. 170)

Source: November 2008 Mtg., Bd. Dec. 50; Amended by June 2017 Mtg., Bd. Dec. 170

69.020.14. Group Travel by Officers and Board of Directors

Whenever current or incoming Directors travel as a group, they shall travel in more than
one group, each group to be transported separately. Except when the president deems it to
be not practicable, he shall not be transported together with the president-elect or the vice-
president. (August 1999 Mtg., Bd. Dec. 47)

Source: May 1978 Mtg., Bd. Dec. 10; August 1999 Mtg., Bd. Dec. 47

Cross References

72.010.2. Risk Management for Travel Operations

69.030. Rotary Funding for Governors

69.030.1. Rotary Funding for Governors

Governors are provided with funding to partially offset their expenses related to club visits,
training, and office expenses. These funds are used to carry out governor duties and
responsibilities in accordance with Rotary and Board policies. (October 2013 Mtg., Bd.
Dec. 62)

Source: January-February 1989 Mtg., Bd. Dec. 248, App. D; Amended by October 2013 Mtg., Bd. Dec. 62

69.030.2. Governors’ Reimbursable Expenses

Governors shall be reimbursed for reasonable and necessary expenses in carrying out their
responsibilities as a governor up to the amount of their district’s total funding amount
designated by RI to their year of service as a governor. (October 2013 Mtg., Bd. Dec. 62)

Source: October 2013 Mtg., Bd. Dec. 62

69.030.3. Schedule of Reimbursement to Governors

Reimbursements paid to governors will be disbursed in local currency when RI holds that
currency. When RI does not hold the governor’s local currency, RI will select a reasonable,
cost-effective alternate currency. All disbursements are subject to random audit. Payment
is either made directly to the district governor or may be paid to the district.
Reimbursements to governors shall be administered as follows, and reviewed regularly:

a) 70% of the budget available to governors will be mailed in the first week of July (the
general secretary is authorized to disburse less than 70% of the budget available to
governors if he considers this necessary to maintain appropriate controls and stewardship
over large total allocation amounts)

b) prior to the disbursement of additional funds, there must be received

1. expense reports documenting the use of the initial 70%
2. expense reports documenting the use of up to the remaining 30%
Rotary Code of Policies 422
June 2020

c) expense reports must be submitted no later than 31 July following the governor’s year
of service, with proper documentation, in order to receive further reimbursement of up to
the remaining 30% of the budget amount

d) upon receipt of a petition explaining extenuating circumstances, the general secretary,

acting on behalf of the Board, may extend the deadline noted in point c) above to no later
than 30 September

e) governors must fully document the use of the initial 70% allocation advance and return
any unsubstantiated or unused funds to RI no later than 30 September following the
governor’s year of service; governors with amounts not substantiated or repaid to RI will
be added to the List of Rotarians with Outstanding Obligations to RI and reported to the
RI Audit Committee

f) reimbursement is capped at 100%

g) training on this policy is to be included as a part of the district governor training at the
International Assembly. (October 2013 Mtg., Bd. Dec. 62)

Source: June 1998 Mtg., Bd. Dec. 396; June 2005 Mtg., Bd. Dec. 329. Amended by November 1999 Mtg., Bd. Dec. 203; February
2000 Mtg., Bd. Dec. 335; May 2000 Mtg., Bd. Dec. 398; June 2001 Mtg., Bd. Dec. 447; November 2001 Mtg., Bd. Dec. 55; May 2003
Mtg., Bd. Dec. 409; November 2005 Mtg., Bd. Dec. 38; June 2006 Mtg., Bd. Dec. 270; June 2007 Mtg., Bd. Dec. 226; June 2007
Mtg., Bd. Dec. 318; November 2007 Mtg., Bd. Dec. 32; June 2008 Mtg., Bd. Dec. 269; October 2013 Mtg., Bd. Dec. 62

69.030.4. Procedure for Revising Governors’ Budgets

For the purpose of establishing a procedure for the handling of revisions in appropriations
for governors, it is agreed that:

a) in the general administration budget for each year, there shall be included in the total
amount appropriated for governors a reserve to provide for all revisions in the
appropriations for individual districts;

b) the general secretary is authorized to make such revisions in the appropriations for
governors as may be necessary due to districting or changes in the number of clubs in any
district;

c) the general secretary shall be authorized to make decisions on behalf of the Board
relative to increases in governors’ budgets, when, in the opinion of the general secretary,
all or part of such increase requested by the governor is justified and reasonable;

d) the general secretary shall be authorized to make decisions on behalf of the Board
relative to reimbursement of governors for expenses incurred in excess of their budgets,
when, in the opinion of the general secretary, all or part of such reimbursement as may be
requested by a governor is justified and reasonable

e) all actions taken by the general secretary in accordance with these procedures shall be
reported to the Board. (June 1998 Mtg., Bd. Dec. 348)

Source: April-May 1948 Mtg., Bd. Dec. 212; January 1967 Mtg., Bd. Dec. 192
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69.030.5. Exchange Rate Fluctuations

Governor’s budgets will be recalculated to the extent the US exchange rate increases or
declines against local currency by three percent or more between the rate in effect 1 July
and the rate at which the budget was originally prepared to offset the increase or decline.
The revised budget, reflected in US dollars, will then become final and not subject to
further change due to subsequent exchange rate fluctuations. (June 2006 Mtg., Bd. Dec.
270)

Source: June 1987 Mtg., Bd. Dec. 410; Amended by June 2006 Mtg., Bd. Dec. 270

69.030.6. Special Factors in Rotary Funding for Governors

Districts with multiple countries, multiple languages, large geographical distances, and/or
large numbers of clubs may warrant additional financial resources to be added to Rotary
Funding for Governors. (October 2013 Mtg., Bd. Dec. 62)

Source: June 2005 Mtg., Bd. Dec. 313; Amended by October 2013 Mtg., Bd. Dec. 62

69.030.7. Failure to Report on Finances

The annual statement as described in RI Bylaws section 15.060.4. shall include all monies
received by the governor. The governor shall also send the report of the district finances
to the general secretary within 12 months of the completion of the governor’s year in office
with proof that the report has been independently reviewed and provided to each club for
discussion at a district meeting in accordance with RI Bylaws section 15.060.4.

Failure to comply with the requirement to distribute a complete financial statement to the
clubs and the general secretary, and to present the statement for discussion and adoption at
a district meeting within 12 months of the completion of the governor’s year in office, shall
result in the governor being ineligible to receive:

–any additional expense reimbursements from RI

–any RI volunteer appointment or assignment
–any Rotary Foundation appointment or assignment
–any RI or Rotary Foundation award
until the completed financial statement is distributed to both the clubs and the general
secretary and discussed and adopted at a district meeting. (October 2019 Mtg., Bd. Dec.
29)

Source: October 2015 Mtg., Bd. Dec. 82; Amended by January 2017 Mtg., Bd. Dec. 129; October 2019 Mtg., Bd. Dec. 29

Cross References

18.040. Extension to Non-Rotary Countries and Geographical Areas

19.050. Vacancies in the Office of Governor or Governor-elect: Training
32.060.8. Revising Rotary Funding for District Governors
58.070.1. International Assembly Attendance Expenses Paid by RI
58.070.2. Payment for International Assembly Attendance in Restricted Currency Countries
58.070.3. Payment for Governors Serving a Second Term
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69.040. General Officers’ Expenses

69.040.1. Policy for Expenses of General Officers

All reimbursements shall be for reasonable expenses in furtherance of the business purposes of
RI. The general secretary shall ensure that RI maintains consistent enforcement of the existing
reimbursement policies, particularly with respect to documentation. This includes monitoring
so that no personal expenses are reimbursed. Persons who travel at RI expense may be subject
to income taxes on the value of the travel if the travel is not for a bona fide business purpose
of RI. The general secretary shall report any failure to comply with the requirements of
this policy to the RI Audit Committee.

A. Annual Expense Allocation (Not Taxable Reimbursement to the Recipient):

Directors (excluding the president and the president-elect) may be reimbursed for expenses of
US$22,000 each year totaling US$44,000 for their two-year term as director. This amount is
known as the annual expense allocation. The president and the president-elect shall not receive
the annual expense allocation. Directors-elect may be reimbursed for expenses of up to
US$4,000 from their annual expense allocation in the five months prior to taking office. Any
portion of the annual expense allocation not used by a director in the director’s first year on the
Board may be accrued and utilized in the second year. No portion of the annual expense
allocation may be used by a director following the completion of the director's second year on
the Board.

Expenses to be covered by this allocation include:

1. Office expenses associated with officer responsibilities including:

a. Business cards
b. Stationery
c. Postage
d. Multicopying
e. Telephone and FAX costs
f. Office assistance (personnel)
g. Other overhead costs associated with maintaining office

2. Out-of-pocket expenses associated with director visits to clubs and other travels
reasonably associated with his position, including partner expenses when accompanied by
proper business purpose documentation:

a. Transportation costs
b. Hotel
c. Meals and reasonable incidentals

3. Cost of director attendance at presidential conferences or other meetings convened by the

president, including partner expenses when accompanied by proper business purpose
documentation:

a. Registration fee
b. Transportation
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c. Hotel
d. Meals and reasonable incidentals

4. Costs associated with the Rotary institute the director is responsible for convening not
otherwise covered by RI budget (see Section E) or institute budget, including partner
expenses when accompanied by proper business purpose documentation.

5. Cost of director attendance at not more than one institute where the director does not serve
as convener, including partner expenses when accompanied by proper business purpose
documentation:

a. Registration
b. Transportation
c. Hotel
d. Meals and reasonable incidentals

6. Miscellaneous Expenses

a. President’s jacket for RI directors and partners

b. Directors pins
c. RI videos or publications
d. Airline upgrades
e. Vaccination and preventive medical costs associated with required RI travel
f. Costs of establishing and maintaining a director website

7. Other reasonable Rotary business expenses not detailed above but within the officer’s
allocated amounts may be approved by the executive committee and reported to the Board at
its next meeting. Any officers seeking reimbursements for business expenses beyond the
authorized allocation amounts shall seek the authorization of the Board. (April 2018 Mtg., Bd.
Dec. 170)

Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 1999 Mtg., Bd. Dec. 348; August 1999 Mtg., Bd. Dec. 48; August 1999
Mtg., Bd. Dec. 50; November 1999 Mtg., Bd. Dec. 251; July 2000 Mtg., Bd. Dec. 28; June 2002 Mtg., Bd. Dec. 293; November 2004
Mtg., Bd. Dec. 158; November 2004 Mtg., Bd. Dec. 160; June 2008 Mtg., Bd. Dec. 232; June 2009 Mtg., Bd. Dec. 235; June 2009
Mtg., Bd. Dec. 276; April 2018 Mtg., Bd. Dec. 170

B. Other Reimbursable Expenses Over and Above the Annual Expense Allocation (Not
Taxable Reimbursement to the Recipient)

In addition to the above-mentioned reimbursable expenses, RI business related expenses

incurred by the president and president-elect while traveling on RI business and business
related expenses incurred by directors associated with meetings in which officer attendance
is mandatory (board meetings, International Assembly, International Convention and other
meetings as designated by the president) may be submitted on expense statements with
proper documentation for reimbursement. Reimbursement for expenses associated with
mandatory meetings shall be limited to:

1. Ground transportation
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2. Airport taxes
3. Meals en route or not provided for group or otherwise charged to hotel master account
4. Laundry and reasonable incidentals
5. One airline club membership
6. Other customary and reasonable Rotary travel expenses associated with these meetings
7. All meals while on RI business
8. Partner expenses for this travel where authorized and where accompanied by proper
business purpose documentation (November 2004 Mtg., Bd. Dec. 158)

Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 1999 Mtg., Bd. Dec. 348; June 2002 Mtg., Bd. Dec. 293; November 2004
Mtg., Bd. Dec. 158

C. Other Reimbursable Expenses Over and Above the Annual Expense Allocation (Reported
as Taxable to the Recipient)

Co-payments (deductible) required under officer travel medical insurance (November 2004
Mtg., Bd. Dec. 158)

Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 2002 Mtg., Bd. Dec. 293; November 2004 Mtg., Bd. Dec. 158

D. Other Reimbursable Expenses for the President and the President-elect (Taxable
Reimbursement to the Recipient)

The president and president-elect are provided with the use of a condominium while in
Evanston (see Section G). However, they maintain their principal residence while in office
and also incur other extraordinary expenses while traveling on official RI business. The
president and president-elect shall be reimbursed to cover the following annual costs for
the officer and partner:

1. Costs of maintaining their principal residences, limited to residence insurance, property

taxes*, utilities, security, lawn and garden maintenance, periodic cleaning and
housekeeping, automobile insurance, and administrative expenses related to their
absence from the principal residence (not to exceed US$35,000)
2. Clothing and luggage (not to exceed US$5,000)
3. Personal expenses incurred while traveling on RI business (not to exceed US$1,500)
4. Tax advice and preparation (not to exceed US$7,000)
5. Executive physicals (not to exceed US$5,500)
6. Health club memberships (not to exceed US$1,500)
7. Employee portion of medical/dental insurance co-payments (deductible) required under
RI employee health insurance program, and co-payments (deductible) required under
officer travel medical insurance (not to exceed US$18,000)
8. Any taxes payable by the recipient with respect to the expenses reimbursed in this
section (tax rate not to exceed 46%) (October 2018 Mtg., Bd. Dec. 43)

Source: November 2004 Mtg., Bd. Dec. 158; Amended by June 2005 Mtg., Bd. Dec. 330; February 2006 Mtg., Bd. Dec. 207; January
2011 Mtg., Bd. Dec. 172; October 2018 Mtg., Bd. Dec. 43

*Note: Deletion of property taxes to be effective 1 July 2021

E. Rotary Institutes
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RI will reimburse the transportation expenses incurred by conveners for travel to the institute
site on two occasions for planning purposes, and also the transportation expenses incurred
by conveners, and their partners when accompanying them, to attend Rotary institutes, in
accordance with the established RI Travel and Expense Policy. Rotary institutes are expected
to pay all other expenses incurred by the conveners and their partners attending their institute.
Upon request, RI will advance US$1,000 to the convener to cover his or her costs—such
advance to be refunded on completion of the institute. (June 1999 Mtg., Bd. Dec. 348)

Source: May 1989 Mtg., Bd. Dec. 362; February 1996 Mtg., Bd. Dec. 247

F. Items Not Reimbursable by RI

Any item not identified as reimbursable under this policy, shall not be reimbursable,
including, but not limited to:

1. Personal toiletries
2. Medical prescriptions or over the counter medications while traveling on RI business
3. Personal services (beauty salon, haircuts, health clubs)
4. Expenses of partners except as otherwise allowed by this policy
5. Expenses of other family members, including children, except as allowed by Board policy
for the President and President-elect at the International Convention
6. Clothing (except for Presidents’ jacket, tie and accessories)
7. Luggage
8. Video rentals
9. Non-Rotary business-related entertainment
10. Personal telephone, fax and e-mail (June 2002 Mtg., Bd. Dec. 293)

Source: June 1997 Mtg., Bd. Dec. 393; Amended by June 1999 Mtg., Bd. Dec. 348; June 2002 Mtg., Bd. Dec. 293

G. Expenses of President and President-Elect While in Evanston, Use of Condominium and

Trips to their Permanent Residence

The president and president-elect are provided with the use of a condominium while in
Evanston. The president and president-elect shall be reimbursed for all meals for themselves
and their partners while in Evanston, as well as grocery expenses. The value of the
condominium and the meal and grocery expenses of the president and president-elect while
in Evanston and the transportation costs for trips to their permanent residence may be
taxable to them under United States tax law depending upon factors unique to each
president and president-elect. The general secretary shall retain an outside tax consultant
to meet annually with the president, president-elect and president-nominee to evaluate the
relevant factors and determine whether these items will be taxable. If it is determined that
these values are taxable to the president and/or the president-elect, RI shall reimburse any
taxes payable. (June 2005 Mtg., Bd. Dec. 330)

Source: June 2002 Mtg., Bd. Dec. 293; Amended by November 2004 Mtg., Bd. Dec. 158; June 2005 Mtg., Bd. Dec. 330

H. Master Account
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The general secretary shall limit the use of master account billing procedures to the costs of
the hotel room and tax only. All other business expenses will be reimbursed according to
the standard reimbursement procedures for RI directors. (November 2001 Mtg., Bd. Dec.
146)

Source: August 1999 Mtg., Bd. Dec. 48; Amended by November 2001 Mtg., Bd. Dec. 146

I. Reimbursement Procedures

All requests for reimbursement of expenses or payment of credit card bills shall be
substantiated utilizing a RI expense statement form and must be approved by the chief
financial officer, subject to review by the general secretary and the RI treasurer. All expenses
in excess of US$75 must be substantiated with a receipt. (November 2002 Mtg., Bd. Dec.
177)

Source: November 2001 Mtg., Bd. Dec. 146; Amended by June 2002 Mtg., Bd. Dec. 293

J. Advances

Advances are generally not provided to RI officers. Any advances that are approved shall
be provided within 30 days of when an expense is to be paid or incurred. All expenses that
are not substantiated, utilizing a RI expense statement form, within 60 days of when they are
paid or incurred should be placed on the officer’s personal account for collection. If these
funds are not collected within 120 days of when they were expended or incurred, they should
be reported as taxable to the recipient on the relevant form, and the individual should receive
appropriate tax reporting statements which give notice that the payments are taxable.
Notification that the payments are taxable to the recipient shall not discharge the amount
owed to RI by the recipient. (November 2004 Mtg., Bd. Dec. 158)

Source: November 1999 Mtg., Bd. Dec. 251; Amended by June 2002 Mtg., Bd. Dec. 293; November 2004 Mtg., Bd. Dec. 158

K. Rotary International Policy Statement Prohibiting Personal Use of RI-owned

Automobiles

The following policy governs the use by any individual of any RI-owned or leased vehicle:

1. Any individual provided with a RI-owned automobile shall use such vehicle for use in
connection with RI’s trade or business;

2. When the vehicle is not in use for RI trade or business, it is to be kept on RI’s business
premises, unless it is temporarily located elsewhere, for example, for maintenance or
because of a mechanical failure;

3. No individual may use the vehicle for personal purposes, except for de minimus personal
use;
Rotary Code of Policies 429
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4. RI reasonably believes that, except for de minimus use, neither an employee, nor any
individual whose use would be taxable to the employee, may use the vehicle for any
personal purpose.

The general secretary will develop procedures and documentation for those using such RI-
owned vehicles to substantiate that the use of such vehicles meets the preceding conditions.
(August 1999 Mtg., Bd. Dec. 53)

Source: August 1999 Mtg., Bd. Dec. 53

L. RI Corporate Credit Cards

The president, president-elect, and president-nominee shall be the only volunteers who are
issued RI corporate credit cards for use in paying for business expenses during their years
in office. Upon request, the partners of such volunteers shall also be issued corporate credit
cards for paying for business expenses. All credit card charges shall be placed on the
volunteer’s personal account for collection. However, any charge that is substantiated by
properly completing a RI expense statement form (and attaching necessary documentary
evidence, including all hotel bills and credit card receipts, and a statement of the business
purpose of all expenses) within 60 days of the charge will be removed from the volunteer’s
personal account. Any charge that is not substantiated within 60 days and that is not paid
back to RI within 120 days of the charge should be reported as taxable to the volunteer on
the appropriate tax reporting forms. Notification that a payment is taxable to the volunteer
shall not discharge the amount owed to RI by the volunteer. The general secretary shall
notify the volunteer by letter when an amount owed has not been paid after 90 days of the
charge. If unsubstantiated expenses are not repaid within 120 days of the charge, the
general secretary shall cancel the volunteer’s credit card.

The executive committee shall review any expenditures made with the RI corporate credit
cards that are not provided for in the guidelines noted in the RI Policy on Reimbursable
Expenses for Directors for RI. Corporate cards used for personal items or in conflict with
the above procedures may be cancelled. (November 2004 Mtg., Bd. Dec. 158)

Source: August 1999 Mtg., Bd. Dec. 54; Amended by November 2002 Mtg., Bd. Dec. 177; November 2004 Mtg., Bd. Dec. 158

M. Acknowledgment of Obligations

Each director will annually acknowledge that he or she is familiar with and will abide by
the requirements of the RI travel policies. (June 2009 Mtg., Bd. Dec. 276)

Source: June 2009 Mtg., Bd. Dec. 276

N. Interpretation

The executive committee may make interim decisions as to the interpretation of this policy.
Any interim decision made by the executive committee shall be reported to the Board at its
next meeting. The Board shall make all final decisions regarding the interpretation of this
policy. (June 2002 Mtg., Bd. Dec. 293)

Source: June 2002 Mtg., Bd. Dec. 293

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69.040.2. Reimbursement of Partner Expenses at Board Meetings

Partners of directors will not be funded to attend RI Board meetings except for those held
in conjunction with the International Assembly and the International Convention. (June
2010 Mtg., Bd. Dec. 182)
Source: January 2010 Mtg., Bd. Dec. 167

69.040.3. Reimbursement of Expenses to Rotary General Officers

All Rotary-related expenditures made by the president or president-elect should be made
using funds from budgeted line items. RI shall reimburse all budgeted Rotary-related
business expenses incurred by the president, president-elect, or president-nominee. All
requests from the president, president-elect, president-nominee and Directors for
reimbursement of expenses or payment of credit card bills must be substantiated by
utilizing a RI expense statement form and must be approved by the chief financial officer
and are subject to review by the RI Treasurer. All expenses in excess of US$75 must be
substantiated with a receipt. (November 2004 Mtg., Bd. Dec. 58)
Source: November 2001 Mtg., Bd. Dec. 146; June 2002 Mtg. Bd. Dec. 294; Amended by June 2002 Mtg., Bd. Dec. 292; November
2002 Mtg., Bd. Dec. 177; November 2004 Mtg., Bd. Dec. 58

69.040.4. Disclosure of Payments to RI General Officers

Any payments provided to Rotary senior leaders, other than reasonable, documented
expenditures reimbursable pursuant to the expense reimbursement policy established by
the Board, shall be disclosed on an annual basis to Rotarians through publication in The
Rotarian magazine and the licensed regional magazines and as a separate line item for each
officer in RI’s annual report. (January 2019 Mtg., Bd. Dec. 80)
Source: June 2001 Mtg., Bd. Dec. 371; February 2003 Mtg., Bd. Dec. 287; Amended by November 2004 Mtg., Bd. Dec. 58; June
2006 Mtg., Bd. Dec. 220; October 2018 Mtg., Bd. Dec. 68

69.040.5. Use of Rotary Credit Cards by Senior Leaders

The Board recommends that all Rotary senior leaders from countries with credit card
programs use Rotary credit cards to pay for all RI reimbursable expenses. (June 2009 Mtg.,
Bd. Dec. 217)
Source: November 2004 Mtg., Bd. Dec. 151

Cross References

27.080. President’s Finances

30.010.4. President-elect’s Travel Expenses
30.020.2. President-nominee Expenses

69.050. Officer Expenses

69.050.1. Expenses for Individuals Accompanying the President

It shall be at the discretion of the president as to who should accompany him or her at any
stage of his travels throughout the Rotary world and how the expenses of such persons
should be met. (June 1998 Mtg., Bd. Dec. 348)
Source: February 1995 Mtg., Bd. Dec. 140
Rotary Code of Policies 431
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69.050.2. Expenses for Club and District Visits

Clubs and districts are reminded that if they invite RI General Officers to an event, those
clubs and districts should expect to pay the reasonable travel, lodging and meal expenses
of these officers. (June 1998 Mtg., Bd. Dec. 348)
Source: March 1993 Mtg., Bd. Dec. 189; July 1991 Mtg., Bd. Dec. 2

69.050.3. Reimbursement to Present and Past RI Officers for Unbudgeted Expenses

The expenses of officers of RI in the performance of their duties are reimbursable by RI to
the extent of budget appropriations for such expenses. The expenses for past officers as
they may relate to RI committees or in other activities for which provision is made in the
RI budget are also reimbursable. No other payments to present or past officers will be
provided. (June 1998 Mtg., Bd. Dec. 348)

Source: January 1954 Mtg., Bd. Dec. 159

69.060. Miscellaneous Financial Matters

69.060.1. Contributions to and Support for Other Organizations

The funds of RI have been provided by its member clubs exclusively for its own purposes
and, therefore, contributions cannot be made for activities of other organizations. (June
1998 Mtg., Bd. Dec. 348)

Source: January 1955 Mtg., Bd. Dec. 87

69.060.2. Funding for the Paul P. Harris Memorial Building

Financial support shall be provided for the maintenance of the Paul P. Harris Memorial
Building in Wallingford, Vermont, USA, based upon documented expenses from District
7870, and not to exceed US$5,000 annually. (November 2007 Mtg., Bd. Dec. 32)

Source: March 1994 Mtg., Bd. Dec. 212; Amended by June 2007 Mtg., Bd. Dec. 271

69.060.3. Substantiation of Reimbursement of Reimbursable Expenses

All requests for reimbursement of business expenses shall be submitted on a RI expense
statement within 60 days of when the expenses were incurred. All expenses in excess of
US$75 must be substantiated with a receipt. Expense statements received after 60 days
will not be reimbursed unless authorized by the general secretary in exceptional cases
where circumstances warrant such action. (November 2004 Mtg., Bd. Dec. 159)

Source: February 1999 Mtg., Bd. Dec. 272; Amended by November 2004 Mtg., Bd. Dec. 159

Cross References

36.100. Invitations for RI to Attend Meetings of Other Organizations

37.020.3. Support for RI Representatives to UN
48.020. Translation Expenses
51.020.2. Financial Support for Magazine Editors Seminar
51.030. Guidelines for New Publications
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57.100. Convention Finances

58.070. International Assembly Finances
59.080. Council Finances
60.020.2. Regional Magazine Editors’ Expenses at International Institute
60.040. International Institute Finances
60.050. Expenses for Rotary Institute


Rotary Code of Policies 433
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Article 70. Investments

70.010. Investment Policy Statement – Rotary International General Fund

70.020. RI Reserve Policy
70.030. Foreign Currency Management Policy
70.040. Restricted Currencies
70.050. Budgeted Investment Earnings and Investment Earnings Reserve

70.010. Investment Policy Statement – Rotary International General Fund

70.010.1. Purpose of the General Fund

The primary purpose of the General Fund, hereinafter referred to as “the Fund,” is to
provide for the long-term financial security of Rotary International (“RI”). The Fund
includes RI’s (1) unrestricted cash, plus (2) marketable securities, plus (or minus) (3) any
receivable (or payable) from (or to) The Rotary Foundation.

Other objectives for the marketable securities portion of the Fund include (1) meeting RI’s
financial goal of maintaining a reserve, (2) providing investment earnings to supplement
revenue from other sources so that RI can meet operating expenses if need be and produce
a balanced budget, and (3) provide liquidity, if needed, for working capital purposes.

RI’s unrestricted cash is used for working capital purposes and resides in bank accounts
throughout the world. RI’s primary source of working capital is held at its main operating
bank in the U.S. Specific investment guidelines for unrestricted and restricted cash are
found in Rotary Code section 70.010.18. (September 2017 Mtg., Bd. Dec. 64)

Source: November 1996, Mtg., Bd. Dec. 151. Amended by June 2002 Mtg., Bd. Dec. 302; November 2002 Mtg., Bd. Dec. 183; June
2010 Mtg., Bd. Dec. 260; September 2017 Mtg., Bd. Dec. 64

70.010.2. Delegation of Responsibilities

The Board of Directors of RI (the “Board”) is responsible for setting overall investment
policy, including the investment objectives and asset allocation strategy, and for approving
any changes to this Investment Policy Statement (“IPS”).

The RI Finance Committee through its representation on The Rotary Foundation’s

Investment Committee (“IC”) is responsible for recommending investment policies and for
monitoring the performance of investment managers. As enumerated in the Investment
Committee Charter, the IC is responsible for recommending investment policies and
guidelines for the investment portfolio, ensuring that the portfolio is managed in
compliance with the IPS including the decisions by staff to allocate assets to investment
managers, funds and strategies, reviewing and monitoring investment results, and acting in
a consultative capacity for the RI Finance Committee. The Chair of the RI Finance
Committee and a member of the RI Finance Committee appointed at the discretion of the
Chair will attend meetings of the IC when investment matters affecting RI are discussed.
The RI Finance Committee attendees have voting rights with respect to matters that impact
RI’s investment portfolio.
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The Office of Investment (“ROI”) is comprised of the Chief Investment Officer and
investment staff. The ROI is responsible for implementation of the IPS on behalf of the
Board. The ROI is delegated by the Board responsibility to allocate assets to investment
managers, funds, and strategies, to implement the Fund’s investment policy and asset
allocation strategy.

The ROI may utilize at its discretion the services of an investment consultant to provide
research and consultation to the ROI. A non-discretionary investment advisor also has
been appointed to implement the direct hedge fund program in accordance with the
investment preferences outlined in Rotary Code of Policies section 70.010.17. (September
2017 Mtg., Bd. Dec. 64)

Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430; May 2003 Mtg., Bd. Dec. 324; November
2009 Mtg., Bd. Dec. 98; June 2010 Mtg., Bd. Dec. 260; January 2012 Mtg., Bd. Dec. 158; September 2016 Mtg., Bd. Dec. 21;
September 2017 Mtg., Bd. Dec. 64

70.010.3. Investment Goals and Objectives

This statement of investment goals and objectives expresses the Fund’s position regarding
risk tolerance and the asset allocation of the Fund; sets forth an appropriate set of goals and
objectives for the Fund’s assets; and defines parameters within which the investment
managers may formulate and execute their investment decisions.

The investment objective of the Fund is to generate sufficient earnings to enable RI to

balance its annual budget, while mitigating downside risk. Other investment objectives are
to preserve the capital allocated to the operating reserve and provide liquidity when
operating cash is insufficient to cover operating expenses.

Given that investment earnings are likely to be greater to or less than those budgeted, the
RI Board established an Investment Earnings Reserve into which excess earnings are
transferred or from which investment earnings shortfalls are funded. (See Rotary Code of
Policies sections 70.020. and 70.050.)

The performance objective of the Fund is to achieve a rate of return consistent with the
expected return of the target allocation found in Rotary Code of Policies section 70.010.15.
Over a three- to five-year period, the rate of return earned by the Fund should exceed the
annualized total return of the custom index or “Policy Index” on a net-of-fee basis.

The Policy Index is defined by the following indices and allocated based on the target
allocation:

Index Asset Class/Strategy

MSCI ACWI IMI Global Equities
Dow Jones US Total Stock Market US Equities
MSCI ACWI IMI ex US Non-US Equities
MSCI Emerging Markets Small Cap Index Emerging Market Equities
BC Aggregate Core Fixed Income
50% BC Global Agg/25% BC HY/25% JPM EMBI+ Non-Core Fixed Income
60% MSCI World/40% BC Global Aggregate Global Asset Allocation
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Index Asset Class/Strategy

50% BC TIPS; 30% DJ UBS Commodities Index; Real Assets
20% MSCI ACWI IMI
Credit Suisse Hedge Fund Index Hedge Funds

For performance evaluation purposes, all rates of return will be examined on a net-of-fee
basis.

Normally, results are evaluated over a three- to five-year time horizon. However, shorter-term
results will be regularly reviewed and earlier action taken as required. (September 2016 Mtg.,
Bd. Dec. 21)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by June 2013 Mtg., Bd. Dec. 249; October 2014 Mtg., Bd. Dec. 98; September 2016 Mtg.,
Bd. Dec. 21

70.010.4. General Investment Guidelines

Overall Fund structure targets and permissible ranges for eligible asset classes are detailed
in Rotary Code of Policies section 70.010.15. Performance objectives for asset classes are
included in Rotary Code of Policies section 70.010.16. Rotary Code of Policies section
70.010.17. contains the investment preferences for the Direct Hedge Fund Portfolio. The
investment managers should determine that the securities to be purchased are consistent
with the guidelines expressed in this Investment Policy Statement and suitable for this Fund.

Full discretion, within the parameters of this IPS, is granted to the investment managers
regarding the asset allocation, the selection of securities, and the timing of transactions. All
investments will be made in accordance with a pre-approved investment management
agreement that outlines the limitation of the investable securities. The investment manager is
responsible for making an independent analysis of each security and its appropriateness as an
investment for this Fund. (September 2016 Mtg., Bd. Dec. 21)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by October 2014 Mtg., Bd. Dec. 98; September 2016 Mtg., Bd. Dec. 21

70.010.5. Investment Guidelines

Cash
Cash investments will be invested in accordance with section 70.010.18. of this IPS.

Public Equity
Public equity consists of U.S. equity, non-U.S. equity, global equity, and emerging market
equity mandates as further described below.

U.S. Equity Investment Mandates

U.S. equity is defined as equity securities of companies that are listed on U.S. registered
exchanges or actively traded in the over-the counter market. The market capitalization of
securities should be largely consistent with securities held in appropriate indices.
American Depository Receipts (“ADRs”), which are U.S. dollar denominated foreign
securities traded on the U.S. stock exchanges (e.g., Reuters, Nestle, Sony) may be held by
each U.S. equity manager in proportions which each investment manager shall deem
appropriate.
Rotary Code of Policies 436
June 2020

Non- U.S. Equity Investment Mandates

Non-U.S. equity is defined as equity securities of companies listed in their local markets
or ADRs and Global Depository Receipts (“GDRs”). The manager may hedge currency
exposure through the use of derivative instruments. Emerging markets equity is permitted
and should be largely consistent with a pre-approved benchmark.

Emerging Market Equity Mandates

Emerging market equity is defined as equity securities of companies listed in emerging market
(as defined by MSCI) countries. The manager may hedge currency exposure through the use
of derivative instruments.

Global Equity Investment Mandates

The intent of these strategies is to give managers the flexibility to invest across equity
markets, defined above, based on the manager’s view of opportunities. Managers should
invest within the context of controlled risk and added return.

Equity holdings consist of equity securities of companies that are listed on registered local
exchanges or actively traded in the over-the counter market. The manager may hedge
currency exposure through the use of derivative instruments. Emerging markets equity is
permitted with a pre-approved benchmark.

Fixed Income
Fixed Income includes core, non-core, and short duration mandates as further described
below.

Fixed Income Investment Mandates (interest rates)

Eligible securities are broad fixed income securities publicly traded in respective domestic
markets and may include, but are not limited to, U.S. government and agency obligations,
mortgage backed securities, corporate bonds, debentures, and commercial paper. This
mandate should be largely U.S. fixed income securities, with the minimum quality rating
of the overall weighted average quality AA or higher. The duration of the portfolio should
be largely consistent with appropriate indices. Unless otherwise agreed to, the duration of
the portfolio must be within 20% of the appropriate benchmark.

Compliance with classifications provided by rating agencies (Moody’s, S&P, and Fitch) is
not sufficient for an issue to be deemed an appropriate investment. The investment
manager is responsible for making an independent analysis of the credit-worthiness of
securities and their appropriateness as an investment for this Fund.

Fixed Income Investment Mandates (credit)

Eligible securities are broad fixed income securities publicly traded in respective domestic
markets and may include, but are not limited to, U.S. government and agency obligations,
global high yield, global credit and emerging market debt. Guidance on overall average
quality of the non-core fixed income is B or higher. The duration of the portfolio should
be largely consistent with appropriate indices. Unless otherwise agreed to, the duration of
the portfolio must be within 20% of the appropriate benchmark.
Rotary Code of Policies 437
June 2020

Compliance with classifications provided by rating agencies (Moody’s, S&P, and Fitch) is
not sufficient for an issue to be deemed an appropriate investment. The investment
manager is responsible for making an independent analysis of the credit-worthiness of
securities and their appropriateness as an investment for this Fund.

Real Estate
Real estate is permissible as a long-term inflation hedge and source of current income as
well as the potential for capital appreciation. The real estate allocation will be invested in
liquid strategies investing in core, stabilized, income-generating assets. (September 2017
Mtg., Bd. Dec. 64)

Source: June 2010 Mtg., Bd. Dec. 260; January 2012 Mtg., Bd. Dec. 158; June 2013 Mtg., Bd. Dec. 249; Amended by October 2014 Mtg., Bd.
Dec. 98; September 2016 Mtg., Bd. Dec. 21; September 2017 Mtg., Bd. Dec. 64

70.010.6. Socially Responsible Investing

Socially Responsible Investing (“SRI”) is the practice of making investment decisions on
the basis of both financial and perceived social performance of a company. SRI imposes
restrictions on the ability of investment managers to own securities of companies operating
in certain economic sectors or regions of the world. Proponents of SRI typically state that
such restrictions align an organization’s investment practices with its mission.

Investment advisors selected to manage assets of RI are expected to practice corporate

socially responsible investing (“CSR”). CSR functions as a self-regulatory mechanism
whereby a business monitors its activities to ensure compliance with laws, regulations,
ethical standards, and national or international norms.

In addition, RI considers the alignment of these firms with Rotary values. Alignment with
these values and CSR investment practices are expected to positively affect the lives of the
firm’s employees, suppliers, customers, and the broader community surrounding the
business. (September 2017 Mtg., Bd. Dec. 64)

Source: September 2017 Mtg., Bd. Dec. 64

70.010.7. Derivatives Policy

Derivative instruments are permitted only as specified in this Investment Policy Statement.
Where appropriate, investment managers may use derivative securities for the following
reasons:

1. Hedging. To the extent that the portfolio is exposed to clearly defined risks and there
are derivative contracts (i.e. futures and options) that can be used to reduce those risks and
achieve other portfolio structural objectives, the investment managers are permitted to use
such derivatives for hedging purposes.

2. Creation of Market Exposures. Investment managers are permitted to use derivatives

to replicate the risk/return profile of an asset or asset class provided that the guidelines for
the investment manager allow for such exposures to be created with the underlying assets
themselves.
Rotary Code of Policies 438
June 2020

3. Management of Country and Asset Allocation Exposure. Investment managers charged

with tactically changing the exposure of their portfolio to different countries and/or asset
classes are permitted to use derivative contracts for these purposes.

Non-U.S. equity, emerging market equity, and global bond managers may enter into
forward exchange contracts for currencies provided that the use of such contracts is
designed to dampen portfolio volatility rather than lever portfolio risk exposure. Currency
contracts may be utilized to either hedge the portfolios currency risk exposure or in the
settlement of securities transactions.

Non-U.S. equity, emerging market equity, and global bond managers may employ an active
currency management program and deal in futures and options within the discipline of that
currency management program. The use of futures and options to establish a leveraged
position is prohibited.

By way of amplification, it is noted that the following two uses of derivatives are prohibited
for the financial assets unless provided an exemption by the Board:

1. Leverage. Derivatives shall not be used to magnify overall portfolio exposure to an

asset, asset class, interest rate, or any other financial variable beyond that which would be
allowed by a portfolio’s investment guidelines if derivatives were not used.

2. Unrelated Speculation. Derivatives shall not be used to create exposures to securities,

currencies, indices, or any other financial variable unless such exposures would be allowed
by a portfolio’s investment guidelines if created with non-derivative securities. (September
2016 Mtg., Bd. Dec. 21)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by September 2016 Mtg., Bd. Dec. 21

70.010.8. Rebalancing Policy

The Fund will be rebalanced when an asset class reaches the minimum or maximum
allocation specified above if routine cash flows are available. Routine cash flows, or
derivative instruments as governed by the previous guidelines, may be used to maintain the
allocation as close as practical to the target allocations. If routine cash flows are
insufficient to maintain the allocation within the permissible ranges as of any calendar
quarter-end, funds may be transferred as necessary between asset classes to bring the
allocation back within the permissible ranges. (September 2017 Mtg., Bd. Dec. 64)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by September 2017 Mtg., Bd. Dec. 64

70.010.9. Diversification
The Fund is to be diversified so as to limit the impact of large losses in individual
investments of the Fund unless it is reasonably determined that there are special
circumstances indicating that the organization is better served not to diversify the
investment.
Rotary Code of Policies 439
June 2020

Total assets managed by any single manager should not exceed 15% of total investments
for Rotary International and The Rotary Foundation at the time of purchase, and should not
exceed 20% of total investments for Rotary International and The Rotary Foundation at
any time. (September 2017 Mtg., Bd. Dec. 64)

Source: November 1996 Mtg., Bd. Dec. 151; Amended by May 2003 Mtg., Bd. Dec. 426; June 2010 Mtg., Bd. Dec. 260; October 2014 Mtg.,
Bd. Dec. 98; September 2017 Mtg., Bd. Dec. 64

70.010.10. Liquidity Needs

Liquidity needs will first be met from unrestricted cash. Should there be insufficient
unrestricted cash, the general secretary shall arrange for cash withdrawals from
investments to meet spending needs. The source of funds for these withdrawals will be
based on rebalancing and cost considerations. (June 2010 Mtg., Bd. Dec. 260)

Source: June 2010 Mtg., Bd. Dec. 260

70.010.11. Proxy Voting

Responsibility is delegated to the ROI to determine how to vote proxies on behalf of Rotary
International. (September 2017 Mtg., Bd. Dec. 64)

Source: September 2017 Mtg., Bd. Dec. 64

70.010.12. Securities Lending

For funds managed in a separate account format, the Fund may not participate in securities
lending unless approved by the Board, based on recommendations from the ROI. Any
authorization for securities lending in separate accounts must be reported as an information
item at the next Board meeting. Commingled funds and mutual funds are exempt from this
restriction. (September 2017 Mtg., Bd. Dec. 64)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by September 2017 Mtg., Bd. Dec. 64

70.010.13. Commingled Funds or Institutional Mutual Funds

In recognition of the benefits of commingled funds as investment vehicles (i.e., the ability
to diversify more extensively than in a small, direct investment account and the lower costs
which can be associated with these funds) these funds may, from time to time, be utilized.
The Board recognizes that specific policy directives cannot be given to a fund whose
policies are established and governed by a prospectus or offering document. (September
2017 Mtg., Bd. Dec. 64)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by September 2017 Mtg., Bd. Dec. 64

70.010.14. Control Procedures

Standards of Conduct for Investment Managers and Advisors
The expected standards of conduct for investment managers and advisors are derived from
the CFA Institute Code of Ethics and Standards of Professional Conduct.

Conflict of Interests on Investments and Restrictions on Investments

It is the policy of the RI Board that general officers and RI committee members shall act
in a manner consistent with their responsibilities to Rotary International and avoid
circumstances in which their financial or other ties to outside persons or entities could
Rotary Code of Policies 440
June 2020

present an actual, potential, or the appearance of a conflict of interest or impair the

reputation of Rotary International.

RI Finance Committee members representing RI on the Investment Committee are required

to abide by RI Code of Policies Section 28.090. Conflict of Interest Policy, which is
incorporated into this Investment Policy Statement by reference.

Review of Investment Objectives

The achievement of investment objectives will be reviewed on an annual basis. This
review will focus on the continued feasibility of achieving the objectives and the continued
appropriateness of the Investment Policy Statement. It is not expected that the Investment
Policy Statement will change frequently; in particular, short-term changes in the financial
markets should generally not require an adjustment in the Investment Policy Statement.

Review of Investment Managers

With a perspective toward three-year and five-year time horizons, the managers will be
evaluated on the following factors and criteria to determine if a manager has

1. Performed satisfactorily when compared with the specific objectives for its portfolio
2. Produced results that compare favorably to other investment management
organizations managing similar portfolios
3. Exceeded the returns of appropriate market indices
4. Made portfolio management decisions that were reasonable and effective in view of
capital market developments
5. Adhered to the relevant policies and objectives

Among the events that will be examined closely in its review of investment managers are

1. Poor results relative to objectives over a fairly short period of time (e.g., one year)
2. Poor absolute performance over a three- to five-year period
3. The departure of one or more key investment professionals
4. Violation of an investment guideline
5. Material changes in the manager’s organization, such as philosophical and personnel
changes, acquisitions or losses of major accounts, a change in ownership or control of
the investment management organization, etc.

Review of Investment Consultant

A formal written evaluation of Rotary’s investment consultant will be conducted every five
years, unless circumstances dictate the need for a more frequent evaluation. This
evaluation will be conducted in accordance with Rotary’s Policy for Investment Consultant
Evaluation. (See Rotary Code of Policies section 70.010.19.)

Reporting Requirements
Within six weeks after the end of each calendar quarter, the general secretary and/or the
Fund’s investment consultant will prepare a report containing information on the
investment performance of the Fund in total and for each manager.

Each active investment manager will be required to submit a quarterly report within six
weeks after the end of each calendar quarter containing the following information:
Rotary Code of Policies 441
June 2020

1. Review of investment performance (net of fees) for the quarter, fiscal year-to-date
(June 30) and since-inception of the account with comments on any policy or strategy
changes, which contributed either positively or negatively to that performance
2. The usage of securities lending, if any
3. Where appropriate, the use of any derivative product during the quarter, including
information concerning the rationale behind the position and the size of the transaction
4. Comments on any material change in personnel, investment strategy or other pertinent
information potentially affecting performance
5. List of the securities in the portfolio at the end of the quarter

On an annual basis, the investment manager will provide Part II of the Form ADV for the
most recent year. (September 2017 Mtg., Bd. Dec. 64)

Source: November 1996 Mtg., Bd. Dec. 151; Amended by June 2001 Mtg., Bd. Dec. 430; June 2010 Mtg., Bd. Dec. 260; January
2012 Mtg., Bd. Dec. 158; September 2016 Mtg., Bd. Dec. 21; September 2017 Mtg., Bd. Dec. 64

70.010.15. Strategic Asset Allocation

Over the long-term, the asset allocation policy will be the key determinant of the returns
generated by the Fund and the associated volatility of returns. Based on the Fund’s
objectives, circumstances, and spending policy, the Board has developed the following
asset mix guidelines:

General Fund
Percent of Total Fund
Minimum Target Maximum
Cash 0% 0% 5%
US Equity 5% 7.5% 10%
International Equity 10% 12.5% 15%
Fixed Income (interest rates) 32% 35% 38%
Fixed Income (credit) 31% 35% 39%
Real Estate 8% 10% 12%

Total 100%
(September 2017 Mtg., Bd. Dec. 64)

Source: June 2001 Mtg., Bd. Dec. 430; Amended by May 2003 Mtg., Bd. Dec. 426; November 2008 Mtg., Bd. Dec. 113; June 2010
Mtg., Bd. Dec. 260; May 2011 Mtg., Bd. Dec. 255; May 2014 Mtg., Bd. Dec. 166; October 2014 Mtg., Bd. Dec. 98; September 2016
Mtg., Bd. Dec. 21; September 2017 Mtg., Bd. Dec. 64

70.010.16. Performance Measurement Standards

The following performance measurement standards should be followed over an annualized
three-to five-year period, on a net-of-fee basis:

Cash

Exceed the rate of return of 30-day T-bills.

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U.S. Equity Performance Measurement Standards

All Cap Growth Equity

 exceed the rate of return of the Russell 3000 Growth Index over a full market cycle
 rank in the upper 50 percent of the consultant’s all cap growth equity manager universe

All Cap Value Equity

 exceed the rate of return of the Russell 3000 Value Index over a full market cycle
 rank in the upper 50 percent of the consultant’s all cap value equity manager universe

S/Mid Cap Core Equity

 exceed the rate of return of the Russell 2000 Index over a full market cycle
 rank in the upper 50 percent of the consultant’s small cap core equity manager universe

Non-U.S. Equity Performance Measurement Standards

 exceed the rate of return of the MSCI ACWI IMI ex-U.S. Index over a full market cycle
 rank in the upper half of the consultant’s non-U.S. equity manager universe

Global Equity Performance Measurement Standards

 exceed the rate of return of the MSCI ACWI IMI Index over a full market cycle
 rank in the upper half of the consultant’s global equity manager universe

Emerging Markets Performance Measurement Standards

 exceed the rate of return of the MSCI Emerging Markets Small Cap Index over a full
market cycle
 rank in the upper half of the consultant’s emerging market equity manager universe

Fixed Income Performance Measurement Standards

Core Bonds
 provide a return that ranges between, but may exceed, Treasury Bills and the Barclays
Capital Aggregate Bond Index over a full market cycle
 rank in the upper third of the consultant’s intermediate core fixed income manager
universe

Non-Core Bonds
 exceed the rate of return of the customized benchmark* over a full market cycle
* 50% Barclays Capital Aggregate / 25% JP Morgan EMBI + / 25% Barclays Capital
HY -2% Issuer Cap
 rank in the upper third of the consultant’s core fixed income manager universe

Hedge Fund Performance Measurement Standards

 exceed the rate of return of the Credit Suisse Hedge Fund Index over a full market cycle
Rotary Code of Policies 443
June 2020

Real Asset Fund Performance Measurement Standards

PIMCO All Asset Fund

 exceed the rate of return of the customized benchmark* over a full market cycle
* 40% BC Agg / 30% BC US TIPS / 10% S&P 500 / 10% BC HY / 10% JPM EMBI+
 rank in the upper 50 percent of the consultant’s real assets equity manager universe

Global Balanced Asset Allocation Fund Performance Measurement Standards

GMO Global Balanced Asset Allocation
 exceed the rate of return of the customized benchmark* over a full market cycle
* 65% MSCI ACWI / 35% BC Aggregate.

BlackRock Global Asset Allocation

 exceed the rate of return of the customized benchmark* over a full market cycle
*60% MSCI World / 40% CITI WGBI (September 2016 Mtg., Bd. Dec. 21)

Source: June 2010 Mtg., Bd. Dec. 260; January 2012 Mtg., Bd. Dec. 158; October 2014 Mtg., Bd. Dec. 98; Amended by September
2016 Mtg., Bd. Dec. 21

70.010.17. Investment Preferences for Direct Hedge Fund Portfolio

Goals and Objectives

The goals of the hedge fund assets are

1. Diversify risk exposures in the overall General Fund portfolio
2. Dampen the volatility of the overall General Fund portfolio
3. Achieve attractive long-term risk-adjusted return in a variety of capital market conditions

Delegation of Responsibilities

The investment consultant has discretion to select the allocation exposure, set strategic
targets and hire and terminate investment managers within the preferences defined herein.
The investment consultant will communicate to the Investment Committee and general
secretary its decisions as soon as practicable.

Investment Guidelines

1. The hedge fund allocation shall be invested in a broad range of direct investment
strategies including, but not limited to equity-linked, credit-linked, event driven, multi-
strategy and macro strategies among others. Investments will be made via commingled
vehicles. The investment consultant will only invest in direct strategies that are
consistent with the intent of these preferences.

2. The allocation to each strategy will be reviewed at least annually with the Investment
Committee, with periodic changes being implemented by the investment consultant.
Any changes or modifications made to the allocation, exposure, target or ranges shall
be communicated with the general secretary and the Investment Committee as soon as
practicable.
Rotary Code of Policies 444
June 2020

3. All strategies shall be reviewed within the portfolio context. This is meant to ensure
that redundancy and overlap of exposures are limited.

4. No aggregate investment with any direct hedge fund manager can represent more than
5% of the General Fund. Additionally, manager exposure shall be limited to no more
than 25% of the total hedge fund allocation.

5. Certain strategies may have an initial lock-up on investments of one to three years. In
building and maintaining the allocation, the investment consultant shall strive to limit
lock-ups where possible.

6. All investments must have a mechanism for liquidity/exit. Minimum acceptable

standards may include quarterly distributions or fees for early redemptions. In certain
cases, this liquidity may be available once a lock-up period has ended. (September
2016 Mtg., Bd. Dec. 21)

Source: October 2014 Mtg., Bd. Dec. 98; Amended by September 2016 Mtg., Bd. Dec. 21

70.010.18. Rotary International General Fund Investment Guidelines For Cash

Scope

These investment guidelines extend the Statements of Investment Policy for the Rotary
International General Fund (the Fund) and apply specifically to Rotary International’s
unrestricted and restricted cash.

Distinction of Responsibilities

Treasury and Investment Services will oversee the investments in accordance with these
guidelines.

Maturities

1. As the assets in this fund represent the temporary investment of operating funds of
Rotary International, a substantial portion of the portfolio will consist of overnight and
other very short-term investments.

2. A maximum of 25% of the portfolio may be invested in securities or instruments which

have a maturity date exceeding 181 days from the date of purchase.

3. A minimum of 5% of the portfolio should be available each business day. This may be
satisfied by maturities or demand features.

4. The weighted average maturity of the portfolio will be limited to 90 days.

5. Floating rate instruments and variable rate instruments must have interest rate resets or
potential reset frequencies of 90 days or less, and an expected final maturity or
weighted average life not exceeding 18 months from the date of purchase.
Rotary Code of Policies 445
June 2020

6. The maturity of a security or instrument shall mean the date when final payment is due.
Instruments, which have a variable/floating rate of interest, shall be deemed to have a
maturity equal to the period remaining until the next readjustment of the interest rate
or the period until the principal amount can be recovered through demand.

Diversification Requirements

1. Safety of principal, liquidity and marketability should be prime considerations in the

selection of individual securities.

2. The total holdings of any one issue may not exceed 10% of the market value of the
portfolio, with the following exceptions:
a) Sovereign debt issues of AAA/Aaa rated countries and agencies thereof;
b) Diversified money market funds;
c) Savings accounts at Rotary International’s operating banks;
d) Fixed term deposits at Rotary International’s operating banks.

3. With the exception of sovereign debt issues of AAA/Aaa rated countries and agencies
thereof, total holdings of any one industry may not exceed 25% of the market value of
the portfolio.

4. All diversification requirements apply at the time of purchase.

Investment Criteria

1. Sovereign debt issues of AAA/Aaa rated countries or agencies thereof.

2. Savings accounts, bankers’ acceptances, fixed term deposits offered by the bank where
the funds are on deposit.

3. With respect to commercial paper and other short-term obligations, investments and
reinvestments shall be limited to obligations rated (or issued by an issuer that has been
rated) at the time of purchase in a “Tier One” ratings category by the nationally
recognized statistical rating organizations (“NRSROs”) followed by the credit
committee of the bank where the funds are on deposit.

4. With respect to bonds and other long-term obligations, investment and reinvestment
shall be limited to obligations rated at the time of purchase in one of the three highest
ratings by the NRSROs followed by the credit committee of the bank where the funds
are on deposit.

5. Repurchase agreements 100% collateralized with direct sovereign debt securities of

AAA/Aaa rated countries.

6. Money market funds adhering to the quality guideline described above.

Rotary Code of Policies 446
June 2020

Note that if a security held in the fund is downgraded to a quality not permitted herein after
purchase, the fund may continue to hold the security if Treasury and Investment Services
reasonably believes that the security will mature at par value. (October 2013 Mtg., Bd.
Dec. 30)

Source: June 2010 Mtg., Bd. Dec. 260; Amended by October 2013 Mtg., Bd. Dec. 30

70.010.19. Policy for Investment Consultant Evaluation

A formal written evaluation of Rotary’s investment consultant will be conducted every five
years, unless circumstances dictate the need for a more frequent evaluation. Such
circumstances include (but are not limited to) arising conflicts of interest, consultant
staffing instability or failure to meet Rotary’s changing needs. The consultant will be
evaluated based on the

1. Value added through the consultant’s recommendations on

Asset allocation. Specifically, to what extent did the consultant’s recommendations on

asset allocation strategies maximize investment return while minimizing risk. This
criterion will be evaluated by comparing the benchmark returns and standard deviations
of those returns of each fund (Annual Fund, Endowment Fund, PolioPlus Fund, Rotary
Foundation (Canada), General Fund, Retirement Fund) at the inception of the
relationship to the benchmark returns and standard deviations of those returns of each
fund as recommended by the consultant.

Investment managers. Specifically, to what extent did each fund outperform their
stated benchmarks over a full market cycle.

Investment policy and manager guidelines. Specifically, to what extent did the policies
and guidelines recommended by the consultant stipulate appropriate levels of authority,
controls, and reporting, such that the Trustees and Directors were able to fulfill their
fiduciary duties with respect to the funds.

Investment manager terminations. Specifically, to what extent did the investment

consultant evaluate current investment managers in a timely manner and recommend
termination as needed.

2. Quality and accuracy of quarterly investment reports, including performance

measurement.
3. Ability to provide specialized studies and reports on specific investment matters.
4. Stability, depth and competency of the firm as well as the individuals staff interacts
with on a daily basis.
5. Ability to work and communicate with staff and various committees, as well as
responsiveness of the investment consultant.
6. Minimal, if any, conflicts of interest.
7. Experience in working with organizations similar to Rotary.
8. Peer ratings as published in industry periodicals, or otherwise provided by research
organizations.
9. Fee structure.
10. Initiative in bringing forward new ideas and keeping Rotary informed of trends in
endowment and foundation investment management.
Rotary Code of Policies 447
June 2020

Proposals from other investment consulting firms will be solicited once every ten years to
ensure services provided by consultant are competitive in scope and price. The firm
retained as Rotary’s investment consultant will be granted a five-year contract. (October
2014 Mtg., Bd. Dec. 98)
Source: June 2010 Mtg., Bd. Dec. 260; October 2014 Mtg., Bd. Dec. 98

70.020. RI Reserve Policy

The RI reserve shall be developed annually by the RI Board as part of the budget process. It shall
be based on current industry standards and link relevant organizational risks to the organization’s
operations and activities. (October 2019 Mtg., Bd. Dec. 29)

Source: June 2002 Mtg., Bd. Dec. 302; November 2002 Mtg., Bd. Dec. 183. Amended by May 2003 Mtg., Bd. Dec. 325; November 2004 Mtg.,
Bd. Dec. 155; June 2008 Mtg., Bd. Dec. 290; June 2013 Mtg., Bd. Dec. 196; October 2019 Mtg., Bd. Dec. 29

70.030. Foreign Currency Management Policy

Rotary adopts a foreign currency management policy to maximize the effectiveness of global cash
management practices by reducing the impact of volatility in foreign exchange rates on Rotary’s
operating cash flows and to protect the forecasted value of anticipated currency exposures while
minimizing the cost associated with implementing currency hedges. Rotary will not hedge for
speculative purposes.

The general secretary, through delegation to the chief financial officer, will establish internal
foreign currency management procedures in accordance with this policy. The Finance Committee
will be responsible for reviewing the procedures from time to time as deemed necessary. (June
2017 Mtg., Bd. Dec. 196)

Source: June 1998 Mtg., Bd. Dec. 395; June 2017 Mtg., Bd. Dec. 196

70.040. Restricted Currencies

It is the policy of RI to minimize funds in countries where the transfer and investment of RI funds
are restricted. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1985 Mtg., Bd. Dec. 112; February-March 1987 Mtg., Bd. Dec. 315

70.040.1. Protection of Deposits in Restricted Currency Countries

The general secretary should take appropriate action to protect the US$ value of deposits
in restricted currency countries. The general secretary shall expedite the transfer of
restricted funds to RI's World Headquarters, and in the interim, utilize the funds for local
expenditures wherever possible. (June 1998 Mtg., Bd. Dec. 348)

Source: January-February 1989 Mtg., Bd. Dec. 265

Rotary Code of Policies 448
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70.040.2. TRF’s Use of RI Restricted Funds

RI restricted funds shall be used for Foundation programs in restricted currency countries.
In such cases, RI shall receive US$ credit for the use of such funds. (June 1998 Mtg., Bd.
Dec. 348)

Source: April 1991 Mtg., Bd. Dec. 314

Cross References

58.070.2. Payment for International Assembly Attendance in Restricted Currency Countries

70.050. Budgeted Investment Earnings and Investment Earnings Reserve

The investment rate of return assumption used for the budget and five-year financial forecast will
be determined annually based on the status of the investment earnings reserve and current financial
market conditions. The RI Board has established an investment earnings reserve. If in any year
investment earnings are less than budgeted investment earnings, any shortfall will be funded from
the investment earnings reserve fund as a transfer of Board-designated funds. If in any year
investment earnings are greater than the budgeted investment earnings, that excess will be
transferred to the investment earnings reserve fund, subject to a maximum reserve of US$12
million. Any transfer from the investment earnings reserve is to provide for any shortfall in
investment earnings and is not for the use of additional general operating expenses. (June 2009
Mtg., Bd. Dec. 271)

Source: June 2002 Mtg., Bd. Dec. 302; June 2004 Mtg., Bd. Dec. 298; Amended by November 2004 Mtg., Bd. Dec. 58; November 2007 Mtg.,
Bd. Dec. 121; June 2009 Mtg., Bd. Dec. 271


Rotary Code of Policies 449
June 2020

Article 71. Revenues

71.010. Per Capita and Prorated Dues

71.020. Licensing
71.030. Invoices
71.040. Publications

71.010. Per Capita and Prorated Dues

There is no exception to the constitutional requirement for uniform per capita dues. All payments
to RI shall be at the current rate of exchange as determined by RI for each semiannual period.
Rotary International per capita and prorated dues are nonrefundable. (April 2020 Mtg., Bd. Dec.
150)

Source: April 1991 Mtg., Bd. Dec. 315; Amended by April 2020 Mtg., Bd. Dec. 150

71.010.1. Standardized Membership Reporting and Billing

There shall be standardized reporting requirements for all RI International Offices and
RIBI. The general secretary shall implement standardized membership reporting and
billing for semiannual dues for all Rotary clubs. (February 1999 Mtg., Bd. Dec. 196)

Source: October 1998 Mtg., Bd. Dec. 130

71.010.2. Revisions to Club Membership Lists

Clubs are required to report their new and terminated members to RI within thirty (30) days.
Clubs are obligated to fulfill the entire financial responsibility of its new members, which
includes the full amount of any pro-rata dues and all semiannual dues payments that fall
within 180 days of a Rotarian’s admittance date. The general secretary will accept
membership updates via paper or electronic means and will deem the act of submitting
membership updates as certifying the current club membership list. The general secretary
will deem the membership list in its database as of 1 July and 1 January as the certified
membership list. (January 2014 Mtg., Bd. Dec. 96)

Source: November 2007 Mtg., Bd. Dec. 97; Amended by January 2014 Mtg., Bd. Dec. 96

Cross References

9.020. Clubs in Arrears to RI

71.020. Licensing
(See also Article 35 “Licensing”)

71.020.1. Licensee Royalties

The Board strongly supports the protection of the Rotary name and emblem from
unauthorized commercial use. The general secretary is requested to take whatever steps
are necessary to ensure continual compliance with RI's licensing agreements, which assure
the maximum receipt of revenues to RI. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1990 Mtg., Bd. Dec. 194

Rotary Code of Policies 450
June 2020

71.020.2. Review of Policy on Royalties from Sale of RI-Emblem Merchandise

The general secretary will establish and monitor annual licensing targets and budgets, and
make regular reports to the Board on progress in this area. (June 1998 Mtg., Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 93, pt. 1e; November 1996 Mtg., Bd. Dec. 69

71.020.3. Royalties on Rotary Emblem Merchandise to the PolioPlus Fund

Any royalty fees received by Rotary International for the sale of items that promote the
PolioPlus campaign will be transferred to the Foundation’s PolioPlus Fund. (June 1998
Mtg., Bd. Dec. 348)

Source: June 1987 Mtg., Bd. Dec. 49

71.020.4. Royalties on Rotary Emblem Merchandise to The Rotary Foundation Annual

Fund
Any royalty fees received by Rotary International for the sale of items under the Type 4C
license will be transferred to the Foundation’s Annual Fund. (February 2007 Mtg., Bd.
Dec. 157)

Source: February 2007 Mtg., Bd. Dec. 157

Cross References

35.020. Granting of an RI License

71.030. Invoices
All RI invoices from World Headquarters will be billed only in US dollars. RI invoices billed
from RI international offices will be billed in the currency of the club’s country. (June 1999 Mtg.,
Bd. Dec. 298)

Source: November 1990 Mtg., Bd. Dec. 196. Amended by June 1999 Mtg., Bd. Dec. 298

71.040. Publications

71.040.1. Rates for Advertising in The Rotarian Magazine

The Board shall approve the advertising rates for The Rotarian magazine. (June 1998 Mtg.,
Bd. Dec. 348)

Source: October 1993 Mtg., Bd. Dec. 108

Cross References

51.010.5. Official Magazine Advertising Policy


Rotary Code of Policies 451
June 2020

Article 72. Risk Management and Insurance

72.010. Risk Management

72.020. Liability Coverage for RI Directors and Officers
72.030. Indemnification of Staff
72.040. RI Travel Medical
72.050. RI Meetings and Programs
72.060. Club and District Liability Insurance

72.010. Risk Management

72.010.1. Risk Management Guidelines for Rotary Institutes

1. Before entering into any contracts or other formal agreements to secure meeting
accommodations and services, the convener should have legal or insurance counsel review
any sections referring to indemnification and liability for injury or damage to the persons
and property of others.

2. Any requests from a venue or service provider to provide indemnity from RI for our
acts should be carefully reviewed. One concern is RI’s responsibility for physical damage
to buildings at the venue due to negligence on the part of RI or an institute participant. RI’s
liability could potentially result in a multi-million dollar expense if not addressed. If
possible, RI’s responsibility for such damage should be limited in the contract to an amount
not greater than $5 million and the venue’s insurer should agree to provide a waiver of their
subrogation rights. This is not unreasonable given that RI is paying a fee for use of the
venue and this fee indirectly funds the cost of their insurance.

3. Service providers should be required to provide evidence of the insurance coverage they
maintain and, ideally, this requirement should be specified in any contracts with them. This
practice is commonplace in the USA and is becoming more widely used outside the USA in
recent years.

4. Another potential source of catastrophic risk exposure is the area of transportation.

Whenever possible, institute organizers should have participants purchase transportation
services directly from the providers. If this is not possible for a particular institute, ensure that
there are formal contracts in place for all transportation service providers that include an
indemnity provision and insurance requirements. In addition, insurance certificates should be
requested and carefully reviewed.

5. Institute organizers should carefully review any required rules or operating procedures that
are required by venue management. These rules will often provide information on laws in the
country which may be pertinent to institute participants or may be a great resource for “best
practices” in that particular facility for safety and risk management. It is in the best interests
of Rotary for institute organizers to understand the venue’s rules and ensure that our
organization does not introduce hazards in the course of our event. It should also be noted that
venues may be able to assess fines or other penalties to organizations violating their
requirements.
Rotary Code of Policies 452
June 2020

6. In the event that the institute plans to pay the expenses of institute speakers or other
participants residing outside the host country, the issue of travel medical and accident
insurance should be addressed. Many standard medical insurance plans do not fully
respond to costs incurred outside one’s home country, and it is rare for any plan to include
medical evacuation and repatriation benefits. Evacuations can involve the need for medical
while in transit and private aircraft or other specialized equipment, which may cost tens of
thousands of dollars. (June 2002 Mtg., Bd. Dec. 273)

Source: June 1997 Mtg., Bd. Dec. 329; Amended by June 2002 Mtg., Bd. Dec. 273

72.010.2. Risk Management for Travel Operations

Whenever general officers, incoming general officers and senior staff personnel of RI
travel as a group, by air or ground transportation, they shall travel in more than one group,
each group to be transported separately. The president and general secretary are authorized
to approve exceptions to this policy as appropriate after consideration of the risks involved
to the organization. (June 1998 Mtg., Bd. Dec. 348)

Source: July 1978 Mtg., Bd. Dec. 10. Affirmed by November 1997 Mtg., Bd. Dec. 191

72.020. Liability Coverage for RI Directors and Officers

The general secretary shall obtain liability insurance for general officers of RI. (June 2007 Mtg.,
Bd. Dec. 226)

Source: March 1983 Mtg., Bd. Dec. 222

Cross Reference

28.110. Indemnification of RI Directors and Officers

72.030. Indemnification of Staff

Rotary International shall indemnify all of its present and former staff for all acts taken under the
direction of the board of directors of Rotary International or the trustees of The Rotary Foundation,
or, otherwise, for any acts or decisions made in good faith and in a manner they reasonably believe
to be in, or not opposed to, the best interests of Rotary International or The Rotary Foundation,
while performing services for Rotary International or The Rotary Foundation to the full extent
permitted by the Illinois General Not for Profit Corporation Act of 1986, or any successor
legislation adopted by the State of Illinois. (October 2019 Mtg., Bd. Dec. 28)

Source: October 2019 Mtg., Bd. Dec. 28

72.040. RI Travel Medical

72.040.1. Travel-Related Insurance Funded by RI

The Board has outlined RI’s strategy for travel accident insurance available to RI travelers.
(June 1998 Mtg., Bd. Dec. 348)

Source: November 1997 Mtg. Bd. Dec. 191

Rotary Code of Policies 453
June 2020

72.040.2. International Assembly Travel Medical Insurance

RI shall obtain travel medical insurance coverage for those official participants in the
International Assembly not otherwise insured by RI, The Rotary Foundation or RIBI.
(June 1998 Mtg., Bd. Dec. 348)

Source: November 1996 Mtg., Bd. Dec. 112

72.040.3. Travel Medical Insurance for RI Directors

The general secretary is authorized to obtain travel medical insurance for directors and
their partners when their travel is funded by RI. (January 2020 Mtg., Bd. Dec. 85)

Source: May 1991 Mtg., Bd. Dec. 382; Amended by January 2020 Mtg., Bd. Dec. 85

72.040.4. Payment of Travel Medical Insurance for Past RI Presidents

RI will provide travel medical insurance coverage for past presidents of RI who are not
current Trustees of The Rotary Foundation, similar to coverage provided for directors and
incoming directors, when past presidents are traveling on Rotary business at RI expense.
(June 1998 Mtg., Bd. Dec. 348)

Source: June 1997 Mtg., Bd. Dec. 402

72.050. RI Meetings and Programs

72.050.1. Special Events Insurance

RI shall purchase a separate Special Events Insurance policy to provide liability coverage
for major meetings held by RI. General liability insurance coverage shall be provided for
all future convention Host Organizations for their activities and events during the time of
the conventions, subject to the terms and conditions of a Special Events insurance policy,
under the condition that RI has the opportunity to review and approve all contracts executed
by the Host Organizations and that full cooperation will be provided in submitting detailed
underwriting information to RI and its carriers. (June 1998 Mtg., Bd. Dec. 348)

Source: November 1996 Mtg., Bd. Dec. 163

72.050.2. Insurance for Rotary Institutes

Rotary International provides adequate liability insurance coverage for each institute, under
the condition that RI has the opportunity to review and approve all contracts executed by
the convener or his delegate, and that full cooperation will be provided in submitting
detailed underwriting information to RI and its insurance carriers on a timely basis. (June
1998 Mtg., Bd. Dec. 348)

Source: March 1997 Mtg., Bd. Dec. 202

Rotary Code of Policies 454
June 2020

72.060. Club and District Liability Insurance

72.060.1. Maintenance of Liability Insurance

Each club shall maintain liability insurance for its activities as appropriate for its
geographic region. (November 2000 Mtg., Bd. Dec. 178)

Source: November 2000 Mtg., Bd. Dec. 178

72.060.2. Mandatory Participation in Liability Insurance Program for Clubs in the U.S.

1) RI will maintain a policy of general liability and directors and officers/employment

practices liability insurance, with limits deemed appropriate by the general secretary,
protecting RI and clubs and districts located in the U.S. and its territories and
possessions. Each club in these regions must participate in the program.

2) The general secretary shall have authority to negotiate participation in the program on
either a primary or an excess basis with clubs that have unique insurance risks,
including but not limited to clubs that possess all of the following risks:
• Permanent, full-time employees;
• Ownership of real property with substantial acreage;
• Services provided to persons with physical and mental disabilities on this real
property.

3) Each club covered by this policy will be billed annually an amount sufficient to pay for
the insurance coverage and related administrative expenses. The amount billed each
club will be based on membership statistics stated in the semiannual club invoices. The
general secretary may vary the amount billed to clubs in different areas within these
regions based on independent actuarial studies.

4) The general secretary will develop appropriate policies and procedures for implementing
and administering the policy, including mechanisms for communicating with clubs and
districts regarding their participation. (January 2015 Mtg., Bd. Dec. 117)

Source: November 2000 Mtg., Bd. Dec. 178; November 2002 Mtg., Bd. Dec. 178. Amended by February 2001 Mtg., Bd. Dec. 282;
November 2009 Mtg., Bd. Dec. 99; January 2015 Mtg., Bd. Dec. 117

Cross References

41.010. Travel Insurance for Interactors

41.050.4. Rotary Youth Exchange General Liability Insurance
41.050.12. Travel Insurance for Rotary Youth Exchange Students



End of Rotary Code of Policies

June 2020
Rotary Code of Policies Index-1
June 2020

A convention, 365
directors-nominee, 131
abuse and harassment prevention, 12 banking procedures, 404
additionally-supported districts, 58 Board of Directors, RI. See also directors, RI
advance committee meetings, 169
appeal of Board action, 138, 152–55
advertising. See official magazine
board meetings preceding COL, 147
affinity credit card program committees of, 142, 148, 183
guidelines for, 244 Council on Legislation, participation in, 385
policy on, 244 decisions, effective date of, 150
use of by senior leaders, 430 election procedure, 142–46
use of Rotary Marks on, 244 electronic voting, 149
aide to the president, 130 executive committee, 180–83
aides to RI officers, 171–73 expenses, 424–30
alumni, 270, 274
general secretary authority to act on behalf of,
awards, 313–15 196–206
guests at Rotary club meetings, 25 governance training, 146
membership in Rotary clubs, 18
indemnification, 159
alumni association of the year award, 314–15
job description, 150
alumni global service award, 313–14 liaisons to committees, 179–80
alumni, Youth Exchange, 294 meetings, 147–50
annual fund, 41 meetings, liaison Trustee at, 118
annual report, district finances, 64
meetings, parliamentary procedures for, 148
annual report, RI, 403 minutes of meetings, 149, 150
payments to officers, 430 minutes of meetings, confidentiality of, 327
annual theme, 130, 133, 233 minutes of meetings, distribution of, 327
anthem, Rotary, 110 orientation, 146
appeal of board action, 138, 152–55 performance goals, 109
arbitration guidelines, 117–18, 203
policies relating to, 137–42
archives, RI, 350 president to act on behalf of, 130–32
assembly relationship to governors, 155
international. See international assembly relationship to trustees, 118
assembly, club, 24
selection of general secretary, 194
attendance at club meetings staff support, 149
reporting, 24 travel and appearances, 421
Audit Committee, RI, 187 books by Rotary senior leaders, 241
audits budget, RI
independent auditor, 411–13 authority to exceed, 415
internal audit system, 406–10 budget review process, 414–15
audits and budgets impact of Board items, 415
fiscal agents, 404 preparation, 414, 415
Avenues of Service Award, 311
revision of appropriations, 201
awards
staff award, 210
C
awards, RI, 309–17, See also specific award
name cash management, 443–46
charter
B auditing services, 406–10
charter fee, 79
badges chief financial officer
classification on, 357 responsibilities, 415
to indicate position on, 220 review of board agenda items, 415
balloting procedures circularization, 43–45
Rotary Code of Policies Index-2
June 2020

club and district directories, 45 former Rotarians, 22

clubs, Rotary, 43 fundraising, 37
global networking groups, 44 general secretary authority to act on behalf of
International Assembly, at, 380 RI Board, 196–98
international service projects, 45 guns, weapons, armaments, 243, 257
multidistrict activities, 43 incorporation, 10–11, 197
telemarketing, 44 insurance, 453–54
classification joint meetings with other service clubs, 25
on badges, 357 joint projects, 319
principles, 17 law, compliance with, 11
retired persons, 17 leadership development seminar, 33
club invoices locality, 16, 197
payment of, 196 meetings. See meetings, R.C.
Club Leadership Development Seminar, 33 membership. See membership in R.C.
Club Leadership Plan, 8–9 membership in RI, 5–9
clubs, assembly, 24 membership lists, 45, 79, 198, 259, 322, 449
clubs, Interact, 275–79 membership monthly reporting, 19
certification of, 279 mergers, 198
emblem, 234 minimum standards, 7
financing, 277 name, 16, 197, 232
insurance, 278 new club, 78
marks, 234 new clubs. See new clubs
multidistrict meetings, 278 officers, 40–42
clubs, Rotaract, 46–54 pilot projects, 15
district meetings and activities, 49–52 politics, 11
emblem, 234 pre-1922, 9
finances, 48 president, 40, 41, See also president, R.C.
INTEROTA, 52 president-elect, 41
leadership training, 53–54 programs, 26–33
marks, 48, 234 projects in non-Rotary countries, 323
membership in, 46 public relations, 37–39
RI convention, 365 reinstatement, 36, 196
sponsorship, 46 resignation of, 7
suspension and termination, 47 review of legislation or resolutions, 383
clubs, Rotary, 5–45 secretary, 41
amendments to club constitution, 197, 198 service projects, development of, 318
arrears, 35–36 speakers, 24
association outside of RI, 9 suspension, 35, 196, 199
attendance. See attendance at club meetings termination, 35–36, 196
autonomy, 26 training, 32
bylaws, 9 translation of name, 326
circularization. See circularization code of conduct, 28
club leadership plan, 8–9 Code of Ethics
club training plan, 33 directors, RI, 157–59
constitution, 9 governors, 82
delegate to International Convention, 34, 370 Code of Policies, Rotary, 1–4, 328
disputes, 42 committees, district, 63–75
dues. See per capita dues community service, 68
emblem, use of, 227 international service, 71
events involving weapons, 12 rules and procedures committee, 75
failure to function, 5 youth exchange, 72, 74
family and partners, 22 committees, RI, 174–92, See also specific
finances, 33–37 committee name
Rotary Code of Policies Index-3
June 2020

ad hoc, 175 expenses, 363

advance meetings, 169 fellowship activities, 366
advisory role, 174 finances, 361–64
appointments, 177–79 general secretary, role of, 370
Board, 183 guidelines, 353
executive committee, 180–83 host organization, 352–53
finances of, 192 housing, 358–59
honorary members as members of, 179 insurance, 453
liaison directors, 179–80 interpretation, 366
meetings, 175–76 introductions, 368
reports, 192 logo, 371
scheduling, 126, 176 materials language support, 367
special, 175 official participants, 356, 369
standing, 174 paid participants, 362
types, 174 partners of official participants, role of, 369
communications, 324–51 past officers reunion meeting, 392
Internet and electronic communications, 345– payment of family travel for RI president and
48 president-elect, 135
official notices, 327 plenary sessions, 364
videos, 345 post-convention activities, 370
community service preconvention registration fees, 358
district committee, 68 proceedings, 364–69
Community Service, 28–32 public relations, 361
promotion, 34 purpose, 352
statement on, 1923, 28 regional magazine editors, 357
statement on, 1992, 31 registration fees, 356, 357, 367
conflict of interest policy, directors, 155–57 registration guidelines, 356
constitutional documents reserved seating, 368
deadlines in, 214 reunion meeting, past officers, 392
definition, 2 Rotaract, 365
mailing of, 327, 391 sergeants-at-arms, 359
translation of, 325 site selection, 354–55
contracts, 405 sponsors, 371
assembly, 374 The Rotary Foundation workshop, 365
convention, 355 treasurer's report to, 171
employment, 208 cooperation with other organizations, 262–65
execution, 193 United Nations, 260–62
general secretary, 194 core values, RI, 109
RITS, 419 Council of Europe, 263
sponsorship, 222 Council on Legislation, 382–91
convener advisory committee, 384
director nominating committee expenses, 143 date and time, 382
Rotary institute, 399, 427 facilities, 382
Convention, 352–71 fellowship activities, 387
affiliate events, 365 finances, 388–90
attendance, 356 guidelines, 382
attendance by RIBI officers, 266 language support, 387
breakout sessions, 364 legislation, 382–85
committee, 359–60 members-at-large, 386
contracts, 355 officers, 385
Convention Proceedings, 370 participants, 385
exhibit space, 366, 367 post-council activities, 390, 391
exhibitors, 357 pre-council workshop, 387
Rotary Code of Policies Index-4
June 2020

proceedings and functions, 387–88 Community Service activities, 32

proposed legislation, 199 conferences. See district conference
representatives, 199, 386 districting procedures, 57–58
rules of procedure, 387 elections, 76
sergeants-at-arms, 386 extension. See extension
similar legislation or resolutions, 385 general secretary authority to act on behalf of
site selection, 382 Board, 200
statements of support and opposition, 384 governor's funding, 421–23
support staff, 390 incorporation, 58–61, 200
technical legislation, 385 meetings, 93–102
trainer, 385 multidistrict PETS, 99
Council on Resolutions, 381–91 name, 232
proceedings and functions, 388 officers, 82–91
credit cards. See also affinity credit card protocol at district meetings, 96
program purpose, 55
RI corporate credit cards, 429 records, 77
representative to Council on Legislation, 386
D seminars, 101
size, 55
directors, RI. See also Board of Directors, RI
training assemblies, 96–97
Code of Ethics, 157–59
documents, deadlines for receipt of, 214
conflicts of interest, 155–57
election of, 142–46
E
expenses, 424–30
indemnification, 159 election guidelines and campaigning, 112–16
partner training, 155 campaigning, canvassing and electioneering,
directors-elect, RI 112–13
orientation, 146 complaint procedures, 113–16
directors-nominee disqualification of candidate by RI president,
selection of, 142–46 131
disputes district, 76
election complaint procedures, 113–16 nominating committee for director, 131, 142–
mediation and arbitration guidelines, 117–18 46
district conference, 92–96 president of RI, for, 122–26
attendance, 90 voluntary system of rotation, district-level, 76
joint, 96 voting strength, 76
president's representative, 94–95, 129 electronic communications, 345–48
program, 93 emblem, RI. See name and emblem
requirements, 93 emphases, monthly. See special observances
role of governor, 94 Executive Committee of RI, 180–83
District Leadership Plan, 61–75 appointment of members, 132, 180
district meetings general counsel report to, 183
location, 93 internal audit manager, report to, 183
District Membership Seminar. See District petitions to the board, 181
Vibrant Club Workshop terms of reference, 181
district team training seminar, 100–101 expenses, RI. See finances, RI
district training assembly, 96–97 extension, 78
District Vibrant Club Workshop, 101–2 admission of clubs, general secretary
districting procedures, 57–58 authority, 198
districts, 55–107 advisors, 80, 81
additionally-supported, 58 district governor’s responsibility, 78
adjustments by RI board, 56 financial support, 81
authority to act, 55 isolated communities, to, 81
committees, 63–75 new club adviser, 78
Rotary Code of Policies Index-5
June 2020

non-districted clubs, 80 resolutions on financial accounts and

non-Rotary countries and geographical areas, services, 404
to, 80 restricted currencies, 447–48
standardized reporting requirements, 449
F travel expenses, 418–21
financial statement
family members of Rotarians
from Rotary entity, 322
club involvement, 22
fiscal agents, RI, 201, 448
Fellowships. See Rotary Fellowships
former Rotarians, 22
Finance Committee, RI, 184
groups of, 264–65
incoming members, attendance at meetings
name and emblem, use by, 230
of, 184
Foundation Month, 333
meetings, 184
Four-Way Test, 234
president-elect, attendance at meetings of,
funding for governors, 202
184
fundraising
responsibilities, 184
clubs, 36–37
finances, RI, 403–54
emblem, use of for, 241
allocation to TRF, 405
general secretary authority, 198
annual report, 403
audited statements, 403
G
audits. See audits
banking procedures, 404 general counsel, 183, 211
budgets. See budgets, RI general fund, 433–47
capital expenditures, 416, 417 investment policy, 433–47
cash management, 443–46 reserve policy, 447
change of currency, 202 general officers, RI
committee finances, 192 definition, 2
contracts, 405 expenses, 424–30
disbursements, 418 general secretary, RI, 193–207
exchange rates, 404 authority to act for Board, 196–206
expense statements, 418 budget preparation, 414
expenses and reimbursements, 417–31 compensation, 211
expenses for liaison directors, 180 convention, role of, 370
fiscal agents, 201, 448 delegation of duties to senior managers, 202
general fund, 433–47 execution of legal documents, 193
general secretary authority to act on behalf of licensing matters, 239–40
Board, 201–2 partner travel, 135
governors' expenses. See governor performance review by executive committee,
International Assembly, 378 181
International Convention, 361, 362, 363 policy formation, 193
International Institute, 393 role at international assembly, 374
investments, 432–48 Secretariat, supervision of, 193
invoices, 450 selection, 194
licensing revenues, 449–50 tenure, 194
management policy, 405 termination, 194
meal expenses, 420 translations, approval of, 204, 325
officers’ expenses, 201, 424–31 global networking groups, 267, 298–308
partner travel reimbursement, 420 circularization policy, 44
Paul P. Harris Memorial Building, 431 fellowships, 298–300
per capita dues. See per capita dues incorporation of, 205, 307–8
president, 134 name changes, 206
publications revenue, 450 Rotary action groups, 301–7
reimbursements, 431 governance training, 146
governor, 82–90
Rotary Code of Policies Index-6
June 2020

authority to act, 83 Inner Wheel, 263

budget, 202, 421–23 institutes. See International Institute; Rotary
club-level training, 83 institutes
code of ethics, 82 insurance, 451–54
duties, 82–83 club and district liability, 454
funding, 421–23 convention, 453
past, 90–91 cost sharing ratio, 203
qualifications, excuse from by president, 130 directors and officers, 452
relationship with directors, 155 host organizations, 453
responsibilities, 82–83 Interact clubs, 278
role and responsibilities at district conference, meetings and programs, 453
94 RI staff, 209, 210
vacancies, 90, 131 risk management, 451–52
governor-elect Rotary institutes, 453
attendance at district conference, 90 travel medical, 452, 453
attendance at GETS, 88 Youth Exchange, 286
attendance at International Assembly, 87 Interact. See clubs, Interact
training, 85–90 Intercountry Committees, 104–7
vacancies, 90 internal audit manager, 182, 183, 211
governor-nominee internal audit system, 406–10
responsibilities, 84 International Assembly, 372–81
selection, 83–85, 200 attendance, 87, 373, 375
selection in new districts, 131 attendance by RIBI officers, 266
training, 86 children, 375
governors-elect training seminars (GETS), 87– committee, 372
89, 397 finances, 378, 379
attendance, 88 first aid officer, 380
evaluation, 89 governor-elect sessions, 377
partner training, 89 guidelines and standards, 372
training team, 88 interpretation, 376
grow Rotary membership operational plan, 20– introductions, 377
21 leadership roles, 374
guidelines for aides to RI officers, 171–73 moderator, 374
guns, weapons, armaments, 257 observers, 375, 381
licensing of, 243 official participants’ expenses, 378, 380
paid participants, 378
H partners at, 374, 376
past officers reunion meeting, 392
honorary membership in R.C., 179
president-elect, 380
host organization committee, Convention, RI,
program content, 376
352–53
publications, 377
registration fees, 381
I responsibilities, 373
incorporation reunion meeting, past officers, 392
district, 58–61, 200 role of general secretary, 374
global networking groups, 205, 307–8 scheduling, 372
multidistrict activities, 100 sergeants-at-arms, 373, 379
Rotary club, 10–11, 197 training programs, 376
Youth Exchange, 286 International Institute, 392–93
indemnification international offices, RI, 213
RI officers, 159 international service committee, 71
staff, 452 Internet policy, 345
information cards, 246 INTEROTA, 52, 204
Rotary Code of Policies Index-7
June 2020

interpretation limitations on solicitations by non-licensees,

Convention, 366 237
Council on Legislation, 387 limitations on use of Rotary marks, 242
International Assembly, 376 list of Rotary licensees, 240
investments, 433–48 meetings, licensees at, 240
cash management, 443–46 Paul Harris, 243
fiscal agents, 448 promotion of, 240
general fund, 433–47 purchasing merchandise from licensed
restricted currencies, 447–48 suppliers, 241
revenues, 449–50
J Rotary orchid, 243
Rotary tartan, 242
job description
royalties, 238, 449–50
RI president, 127–29
services, 243
joint committee on partnerships, 256
software, 243
targets and budgets, 240
L telephone cards, 244
language. See also translation of Rotary termination of licensees, 240
literature types, 238
official, 324 watches and clocks, 237
websites, 348 list of licensees, 237
legal action lists
suspension of club for, 199 charter membership, 79
termination of club for, 199 club members, 198
legal matters club membership, 19, 45, 259, 322, 449
contracts, 193 logo
documents, 193 convention, RI, 371
licensing, 236–46
name and emblem, 236–46 M
legislation, 382–85, See also Council on
magazine editors seminar, 339
Legislation
magazine, RI. See official magazine
club review, 383
Manual of Procedure, 327
deadline for submitting, 383
marketing policy, 336
financial impact, 383
marks, Rotary. See also name and emblem
non-districted clubs, 383
mediation and arbitration guidelines, 117–18,
statements of support and opposition, 384
203
technical, 385
meetings
licensing of Rotary Marks, 236–46, See also
district, 92–102
name and emblem
meetings, R.C.
accuracy of marks, 242
guests, 24–25
advertising and marketing limitations, 244
location, 23
affinity credit cards, 244
programs, 23–24
alcoholic beverages, 243
Ramadan, suspension of meetings during, 197
alteration of RI emblem, 236
speakers, 24
audits of licensees, 240
meetings, RI, 352–402
criteria, 239
duties and obligations of funded attendees,
enforcement, 240
418
fellowship merchandise, 241
insurance for, 453
general principles, 236
membership committee, 191
granting a license, 238, 239
membership development, 19
guns, 243
membership in R.C., 17–21
lapel pins, 236, 242
alumni, 18
classification principles, 17
Rotary Code of Policies Index-8
June 2020

diversification, 17 non-Rotary groups, use by, 230

dual, 18 officers, use by, 226, 227
letter of introduction, 18 other organizations, use by, 231
membership card, 18 piracy, 237
monthly reporting, 19 political purposes, use for, 226
personal only, 17 postal use, 245
retired persons, 17 program emblems, 221, 233–34
Rotaractors, 19 publications, use on, 225, 226, 232
young persons, 19 registration of, 217
membership in RI, 5–9 regulations for use of Marks, 218
membership lists, 79, 198, 322 Rotarians, use of, 241–42
revisions to, 449 Rotary entities, use by, 220, 227
membership operational plan, grow Rotary, 20– stationery, use of, 220
21 stationery, use on, 233
memo of club visits form, 5 symbolic representations, 222
mission, RI, 108 use by other organizations, 223
monthly observances. See special observances use of emblem, 218–25
mottos, RI, 235 use of name, 198, 226–32
multidistrict activities, 103–4 use of name on buildings, 226
circularization, 43 vehicle license plates, on, 245
incorporation, 100 websites, use on, 227
multidistrict PETS guidelines, 99 new club adviser
multidistrict Youth Exchange, 294 extension, 78
general secretary authority, 205 new club development. See also extension
new clubs, 78–80
N charter fees, 79
charter members, 78
name and emblem. See also licensing of Rotary
costs, 79
marks
formation, 78
accuracy of, 242
membership list, 79
affinity credit card program, 244
name, 78
alteration of, 236
self-sufficiency, 81
authorized use of emblem, 219
sponsor club, 79
brand name, use as, 242
new generations service exchange, 279
business cards, 220
new members
clubs, use by, 227, 231, 232
contributions to TRF, 20
commercialization, 222, 223
involvement of, 20
convention logo, 371
nominating committee
definition of Rotary Marks, 215–17
director, 131, 142–46
deviation from official emblem, 222
president of RI, 122–26
districts, use of, 227
non-districted clubs, 80
emblem specifications, 218
legislation and resolutions from, 383
event-specific use by Rotarians, 241
notices
exceptions to guidelines for use of Rotary
official, 327
name, 228
former Rotarians, use by, 230
O
foundations, use by club or district, 227
fundraising, use of emblem for, 241 officers, districts, 81–91
Inner Wheel, 263 officers, R.C.
lapel pins, 242 annual recognition, 40
license plates, on, 245 rotation, 40
licensing, 236–46 officers, RI
logo, RI convention, 371 aides to, 171–73
multidistrict activities, use in, 231 definition, 2
Rotary Code of Policies Index-9
June 2020

expense statements, 201 partnerships, 247–55

past governors, 90–91 past governors, 90–91
president-nominee, 170 past officers, RI
serving as Trustees, 118 definition, 171
use of Rotary Marks, 226, 227, 233 reunion meeting, 392
official colors, 220, 222, 227 Paul Harris
official flag, 222 licensing, 243
official language, 324 memorial building, 431
official magazine, 332–37 per capita dues, 449
advertising content, 336 annual budgeting for, 415
advertising policy, 333 arrears, clubs in, 35–36
advertising rates, 201 termination of clubs for non-payment, 35
announcements in, 112 performance goals, RI board, 109
Foundation content, 333 petitions to the board, 181
goals, 332 pilot projects, 15
gratis subscription, 337 pin for partner program facilitators, 376
name, 332 politics
origin, 332 club and RI, 11
public relations function, 38 RI, 110
Rotary Canada as supplement to, 337 use of Rotary name, 226
subscription price, 336 preconvention registration fees, 358
subscription requirements, 198 preserve planet earth, 32
subscription requirements, report of president, R.C.
exceptions to, 343 duties, 41
supplement to, 337 qualifications, 40
official notices, 327 president, RI, 122–36
official participants activities, 129–33
international assembly, 378 advisory committee, 136
Operations Review Committee, RI, 184, 186 aide, 130
other organizations, 318–23 annual goals, 133
and R.C., 322 appointments, 132
cooperation with, 262–65 as representative of RI, 129
endorsement of, 225 authority to act on behalf of Board, 130–32
partnerships, 247–55 chair of RI meetings, 130
convention committees, 133
P declaration by candidates, 122
delegation of powers, 130
partner(s)
duties, 129–30, 132
board meetings, expenses at, 430
expenses, 135
club involvement, 22
International Assembly, 373
convention, role of, 369
job description, 127–29
definition of, 2
membership growth, role in, 133
governor's-elect, expenses of, 379
nominating committee, 122–26
international assembly, 376
partner travel, 135
magazine subscription for, 337
payments to, 134
meetings, training and attendance at, 155
president’s representatives, 129
official participants, role of, 369
promotion of RI activities, 129
payment of expenses in place of, 135, 169
regulations for candidates, 122–26
pin for partner program facilitators, 376
review of governors, 129
president's representative, role of, 95
selection, 126
Rotary institutes, 395
spokesman for RI, 130
training at GETS, 89
staff support, 133–34
travel, 135
theme, 130, 133
travel expense policy, 420
Rotary Code of Policies Index-10
June 2020

travel expenses, 134, 135 convention, 361

president-elect, R.C. publications, RI, 203, 332–43
annual fund, 41 advertising rates, 450
duties, 41 general secretary authority, 203–4
training seminars (PETS). See presidents- guidelines for new publications, 343
elect training seminars (PETS) ownership, 203
president-elect, RI, 168–70 Rotary Leader, 343
advance committee meetings, 169 use of Rotary Marks, 226
appointments, 119
attendance at institutes, 169 R
budget preparation, 414
Ramadan
chair of International Assembly, 130
suspension of meetings for, 197
duties, 168
receipt of documents, deadlines for, 214
finance committee meeting attendance, 184
regional leaders, 160–67
International Assembly, 373, 374, 380
relation to directors, 155
partner travel, 135
relation to district governors, 91
payments to, 134
regional magazines, 337–43
travel expenses, 135, 169
announcements in, 112
presidential citation. See Rotary citation
editors, attendance at International Assembly,
president-nominee, 170
375
President's Advisory Committee, 136
editors, attendance at International
president's representative
Convention, 357
to district conference, 94–95, 129
editors, attendance at International Institutes,
presidents-elect training seminars (PETS), 98–
392
100
licensing, 339
multidistrict PETS, 99
provisional status, 342
priorities and goals for RI strategic plan, 109
translation, 325
privacy statement, RI, 116
registration fees
PROBUS Clubs, 264
convention, RI, 356, 357, 367
programs, R.C., 26–33
international assembly, observers, 381
Community Service, 28–32
resignation
programs, Rotary, 267–317, See also specific
Rotary clubs, of, 7
program name
resolutions
activities, 267
deadline for submitting, 383
alumni, 25
resolutions on financial accounts and services,
emblems, 221, 233–34, See also specific
404
program
restricted currencies, 447–48
evaluation, 268
countries, assembly attendance from, 379
general provisions, 267–70
retired persons
general secretary authority, 204–6
membership in R.C., 17
new, 269
revenues
participants, 267
invoices, 450
review of, 268
licensing royalties, 449–50
RI projects, 270
per capita dues, 449
projects, RI, 270
publications, 450
protocol
RI Award of Honor, 312
district meetings, 96
RI Membership Development Award, 310
RI meetings, 402
risk management, RI, 451–52, See also
Rotary meetings, 110–11
insurance, RI
provisional clubs. See new clubs
Rose Parade float, 350–51
public image, 329–31
Rotaract. See clubs, Rotaract
public relations, 329–31
Rotarian action groups, 301–7
clubs, 37–39
general secretary authority to terminate, 206
Rotary Code of Policies Index-11
June 2020

Rotarian code of conduct, 28 annual theme, 133

Rotarian, The. See official magazine anthem, 110
Rotary action groups archives, 350
circularization policy, 44 awards, 309–17
general secretary authority to suspend, 206 Board of Directors. See Board of Directors,
Rotary Canada, 337 RI
Rotary Citation, 309 board performance goals, 109
Rotary Code of Policies, 1–4, 328 budget. See budget, RI
amendments, 3 Code of Policies, 1–4
annual supplements, 4 convention. See Convention
authentication, 4 core values, 109
implementation of policies, 3 finances, RI. See finances, RI
repeal of policies, 3 general secretary. See general secretary, RI
revised editions, 4 mailing of constitutional documents, 327
Rotary Community Corps (RCC), 280–83 mission, 108
Rotary coordinators, 162–64 mottos, 235
Rotary entity official language, 324
definition, 2, 320 pilot projects, 15
financial statement from, 322 politics, 11, 110
Rotary Fellowships, 298–300 president. see president, RI
activities during International Convention, privacy statement, 116
366 programs. See programs, Rotary
circularization policy, 44 public relations. See public relations
licensing of, 241 publications. See publications, RI
recognition, 205, 299 reinstatement of clubs, 36
suspension of services to, 205 religion, 110
termination, 205, 299 Rose Parade float, 350–51
terms, 298 Secretariat, 207–13
Rotary Foundation Trustees strategic plan, 108–9, 137
appointment of, 119 strategic priorities and goals, 109
attendance at RI board meetings, 118 trademarks, 236
council on legislation, attendance at, 389 translation of Rotary literature, 324–26
relationship with directors, 118 travel and expense policy, 419
resignation upon becoming RI officer, 118 travel service (RITS), 201, 419
Rotary Foundation, The vision statement, 109
allocation of costs, 405 Rotary International in Great Britain and Ireland
alumni, 25 (RIBI), 266
club programs, 24 officer’s attendance at International Assembly
contributions to, 20 and Convention, 266
Rotary Friendship Exchange, 283 Rotary International Travel Service (RITS), 419
Rotary global alumni service to humanity award. Rotary Leader, 343
See alumni global service award Rotary marks, 215–35, See also name and
Rotary institutes, 393–400 emblem, See also licensing of Rotary marks
date, 395 use of by alumni associations, 272
finances, 399, 427 rotary public image coordinator (RPIC), 164–67
insurance, 453 Rotary senior leaders
partners of directors and trustees, 395 books by, 241
RI president-elect participation, 169 Rotary senior leaders, definition of, 2
risk management, 451 Rotary Youth Leadership Awards, 295–97
site, 395 rotation
training, 88 voluntary system of in district-level elections,
Rotary International (RI), 108–266 76
administrative units, 266 rules of procedure
Rotary Code of Policies Index-12
June 2020

Council on Legislation, 387 excuse from, 198

RYLA. See Rotary Youth Leadership Awards exempted countries, report on, 343
gratis, 337
S price, 336
supplement to The Rotarian, 337
Secretariat, 208–13
suspended club, 35
general secretary supervision of, 193
status of, 36
Interact, service to, 279
stewardship policies, 199
staff award, 210
suspension of club
staff involvement with Rotary, 211–13
legal action, 199
secretary, R.C.
duties, 41
T
senior leaders, Rotary, 2
sergeants-at-arms telemarketing, 44
convention, 359 telephone cards, 244
Council on Legislation, 386 termination of club
international assembly, 379 failure to function, 196
Service Above Self Award, 310 financial obligations, 35, 196
service awards legal action, 199
general secretary authority to rescind, 206 territorial, regional and sectional groupings,
service centers, RI. See international offices, RI 265–66
significant achievement awards program. See theme, annual, 130, 133, 233
significant service award training
significant service award, 309 Club Leadership Development Seminar, 33
social business strategy, 348 club-level, 32, 83
speakers cycle, 86
clubs, Rotary, 24 district training, 90
special events insurance, 453 evaluation of zone level training, 89
special observances, 26 governor-elect, 85–90
sponsorship translation of Rotary literature, 324–26, See also
other organizations, guidelines for, 318–23 language
sponsorship and cooperation with other constitutional documents, 325
organizations, 257–65 general secretary, approval of, 204, 325
spouse(s). See partner(s) general secretary, role of, 203
staff, RI, 208–13 name of Rotary club, 326
benefits, 208, 209, 210 regional magazines, 325
indemnification of, 452 use of volunteers, 325
interactions with, 211 website, 348
involvement with Rotary, 211–13 travel, RI, 418–21
president, support to, 133–34 contractor, general, 419
vacation, 211 duties and obligations of funded attendees,
Statement on Diversity, 17 418
stationery exceptions to policy, 419
business, 220 expenses, 418–21
personal, 220 local purchase expense reimbursement, 420
use of, 233 master billing account procedures, 420
use of emblem, 218, 219 meal expenses, 420
strategic plan, RI, 108–9 partner travel reimbursements, 420
board review of, 137 personal travel, 419
legislation and resolutions, 383 RI Travel Management Plan, 419
priorities and goals, 109 RI Travel Service (RITS) Travel and Expense
strategic planning committee, 190 Policy, 419
strategic priorities and goals, RI, 109 staff travel, 420
subscriptions, official magazine youth, by, 14
Rotary Code of Policies Index-13
June 2020

treasurer, RI, 171 websites

report to convention, 171 guidelines, 345
selection of, 170 use of Rotary Marks, 227
Trustees, The Rotary Foundation. See Rotary World Headquarters, RI, 207–13
Foundation Trustees
Y
U
Youth Exchange, 285–95
United Nations abuse and harassment prevention, 12
cooperation with, 260–62 alumni, 294
committees and officers, 295
V conduct, statement of, 12
district certification, 285–86
vice-president, RI
eligibility, 289
duties of, 170
general secretary authority to act on behalf
selection of, 170
board, 204
vision statement, RI, 109
incorporation, 286
Vocational Service
insurance, 286, 290
basic principles, 27
multidistrict, 294
key messages, 28
orientation, 292
voting
preconvention meeting, 365
district-level election, 76
regional groups, 294
electronic, 149
types of exchanges, 288–89
youth protection, 12–15
W abuse and harassment prevention, 12
weapons statement of conduct, 12
club and district events, 12 travel by youth, 14
legal and insurance, 12
website, RI, 348 Z
minutes of Board meeting on, 150
zones
official notices, 327
establishment of districts within, 56
translation, 348