1. ROTARACT
PROTOCOLS &
PROCEDURES
BY
Rtr. Muthu prasanna S
District Trainer Designate Rotary Year (‘16-’17)
RID 3201

2. THE ROTARY INTERNATIONAL
 The Rotary International is a non-profitable International service
organization.
 The prime motto of Rotary International is “Service above self”
 The organization was found on February 23rd 1905 by Rtn. Paul. P.
Harris at Unity building, Evanston, Illinois, United States.
The first meeting was called with three business acquaintances of
Paul Harris namely, Gustave Loehr; Silvester Schiele and Hiram. E.
Shorey.
The current membership of the Rotary International is 1.22 million.
The RI has 8 official languages: English, French, German, Italian,
Japanese, Korean, Portuguese and Spanish.
Unity building, Evanston,
Illinois, U.S.A

3. CURRENT ROTARY INTERNATIONAL
PRESIDENT
 The current Rotary International
president is Rtn. John. F. Germ from
the Rotary club of Chattanooga.
 The theme for the year ‘16-’17 is
“Rotary Serving Humanity”

4. The Rotaract Organization
The Rotaract Organization is the “youth wing”
of the Rotary International.
It is derived from “ROTARy in ACTion”
The first Rotaract Club was formed in the year
1968.
The first Rotaract Club was formed at North
Carolina, Charlotte
 The first Rotaract Club in India was formed at
Secunderabad

5. PROTOCOLS TO FORM A ROTARACT CLUB
Rotaract Clubs are of two types:
I. Campus based.
II. Community based.
A Rotaract Club can be formed when it has:
a. A sponsoring Rotary club following the endorsement of the District Governor and
certification from Rotary International.
b. Minimum of 15 members.
c. Age limit of members: 18-30
d. Must have a Rotarian as mentor (for community clubs) or an authority of the
university (campus clubs)
A club must have a president as its presiding officer along with his board members.

6. MANDATORY BOARD MEMBERS
 Along with the president there must be a set of board members to support him in
functioning of the club.
 There are 3 mandatory portfolios apart from president:
i. Secretary
ii. Vice president
iii. Treasurer

7. MANDATORY THINGS TO BE DONE AS A
PRESIDENT
 Report yourself as the president of your club at rotary.org and have an account of your own.
 Update your club member’s list at rotary.org on or before September 30th.
 Update your club meeting place and frequency.
 Finish installation and orientation by a certified trainer on time.
 Pay membership dues on full on or before September 30th.
 Complete DRR official visit on time.
 Attend parent Rotary meetings
 Attend Rotaract District events.

8. Updating Club meeting details Updating Club members list

9. SOME IMPORTANT DOCUMENTS TO BE
PREPARED/ TAKEN CARE OF
• GBM Attendance book
• GBM Minutes book
• Board Meeting Attendance book
• Members Application Forms
• Members Bio-Data Forms
• President's Incoming File
• President's outgoing File
• Secretary's Incoming File
• Secretary's Outgoing File
• Monthly Report Copies
• Club Banner
• District Logo Mount / Flag
• Bank Pass Book / Account Statement
• Bank Cheque Book
• Receipt Book
• Voucher Book
• Clubs Accounts Book
• Club Action Photographs
• Public Relations File
• Club Bulletin Copies
• Directors File
• Club Charter Certificate /Applied for charter /
Requisition letter to RI
• President's collar
• President's Gavel
• Club Letterhead
• District Directory
• Board Members Lapel Pins
• Members District Pins
• Members ID Cards
• Meeting Intimation Records Members
Copy of Rotaract, Statement of Policy &
District By Laws
• Previous year scrapbook

10. Example for a club charter

11. Let us now discuss the protocols and
procedures to conduct an installation

12. THE BASICS
An installation ceremony is where a Rotaractor is installed as its club president along with his board
members.
For an installation, following things are necessary:
 Club charter
 Collar
 Gavel
 Invitation
 Guests from parent Rotary
 Agenda

13. PROCEDURE FOR A PROPER INVITATION
A proper invitation must have:
 Proper usage of logos
 Name of the inviting club
 Name of the president getting installed
 Name(s) of the guest(s)
 Date
 Time
 Venue
 Aesthetic appearance
 A proper usage of font

14. MODEL INVITATION

15. SAMPLE AGENDA
INSTALLATION AGENDA
00:00 - 00:00 :- Calling Dignitaries to the Dias
00:00 - 00:00 :- Collaring the President by Sgt-at-arms
00:00 - 00:00 :- Rotaract Prayer by (name)
00:00 - 00:00 :- Welcome Address by (name)
00:00 - 00:00 :- Secretary’s Report
00:00 - 00:00 :- New Member induction (if any)
00:00 - 00:00 :- Farewell Address and introduction of new President by Outgoing President.
00:00 - 00:00 :- Installing new President and transfer of club authority through Collar and
Gavel exchange by Outgoing President
00:00 - 00:00 :- Acceptance speech by New President.
00:00 - 00:00 :- Introduction of new team of office bearers by New President
00:00 - 00:00 :- Oath taking by Office bearers

16. 00:00 - 00:00 :- Exchange of charter from outgoing Secretary to incoming Secretary
00:00 - 00:00 :- Exchange of Sgt-at-arms Band Staff,
00:00 - 00:00 :- Release of Club Bulletin, if published
00:00 - 00:00 :- First Project/Project’s implementation (if planned)
00:00 - 00:00 :- Introduction of Guest of Honour by (name)
00:00 - 00:00 :- Address by Guest of Honour
00:00 - 00:00 :- Introduction of Chief Guest by (name)
00:00 - 00:00 :- Address by Chief Guest
00:00 - 00:00 :- Felicitations and Announcements
00:00 - 00:00 :- Pleasantries
00:00 - 00:00 :- Vote of Thanks by the New Secretary
00:00 - 00:00 :- National Anthem
00:00 - 00:00 :- Adjournment of Meeting by the New President

17. PROTOCOLS FOR SEATING
ARRANGEMENT
Outgoing
Secretary
(5)
Chief
Guest (3)
President
Outgoing
(1)
President
Incoming
(2)
Guest
of
Honour
(4)
Incoming
Secretary
(6)
SEATING ARRANGEMENT
NB : Invite the dignitaries according to the number

18. Let’s be the Miracle..!
#WELCOMEROTARACT50