Rotaract for Universities

Rotaract for Universities

Background

Rotaract is a form of Rotary membership that brings people together through locally led clubs to develop connections, take action in their communities and create positive change. While Rotaract is part of the wider Rotary International network, clubs are independently led by their members and operate within their local communities.

Universities can provide a supportive community for Rotaract clubs. A university-based club can provide students with opportunities to develop leadership and professional skills, build meaningful relationships, participate in community service and connect with a wider Rotary International network as part of someone’s membership. At the same time, establishing and sustaining a Rotaract club within a university requires an understanding of both the responsibilities that come with being part of Rotary International and the requirements of the university itself.

This guidance has been developed to help universities, students, Rotaract and Rotary clubs understand how university-based Rotaract clubs can be established, supported and sustained. It sets out the relationship between a university, a Rotaract club and any sponsoring Rotary or Rotaract club, alongside the key requirements relating to governance, membership, elections, compliance and financial management.

A university-based Rotaract club should be regarded as a long-term student organisation rather than a short-term activity or project. Its sustainability depends on developing a strong membership, supporting new leaders, maintaining effective relationships with the university and connecting members with the wider opportunities available through Rotaract and Rotary.

Questions about this guidance, or for Rotaract more broadly, should be directed to Rotaract Great Britain and Ireland.

Rotaract

Rotaract is a form of Rotary membership and is part of a global network that brings People of Action together to create meaningful change in their local communities, around the world, and within themselves.

Although part of an international organisation, Rotaract operates at a local, club, level.

Rotaract clubs are local groups, led by socially minded members and connected through a global network, which respond to community needs while fostering a sense of belonging.

These clubs can either be community or university-based.

Members of Rotaract clubs are known as Rotaractors, defined as changemakers who join our organisation to build meaningful connections which they use to create a positive impact in society.

Starting a Rotaract Club

Those considering starting a Rotaract club are encouraged to engage with Rotaract Great Britain and Ireland (GBI) at the beginning of the process, as well as Rotary/Rotaract clubs in the local area.

Rotaract GBI provides a coordinated structure for collaboration, communication, and development. This body, created with the agreement of Rotary International, existed to connect, guide, and represent Rotaract in this part of the world. They can provide guidance on establishing a club, connect those involved with the wider Rotaract network, and help ensure that the new club has the information and support it needs from the outset.

Establishing a Rotaract club should be approached as a collaborative process between the prospective members, the university, Rotaract and, where appropriate, a local Rotary or Rotaract sponsor club.

The first step is to identify a group of students who are interested in becoming members and establishing the club. This can be done through existing student networks, university societies and volunteering programmes, social media, student fairs, academic departments, or by working with existing Rotary and Rotaract networks.

A new club should seek to establish a core group of committed members rather than relying on a single individual.

The prospective members should then begin developing the club's purpose, activities and initial leadership structure. The founding group should identify people willing to take on the required officer roles and hold elections in accordance with the Standard Rotaract Club Constitution and the club's proposed Bylaws.

Alongside this, the group should engage with the university's relevant department or student organisation service to understand and complete any requirements for recognition as a university society/student organisation.

The Rotary International Code of Policies outlines that a Rotaract club is established (known as being chartered) with the approval of the District Governor (the official representative of Rotary International in your region), and certification and recognition by Rotary International.

A new Rotaract club does not need to wait for its official charter to arrive before it starts meeting and taking part in projects.

However, university recognition and Rotary chartering are separate processes, and completing one does not replace the other. A university-based Rotaract club must meet the requirements established by the university for student organisations while also completing the requirements established by Rotary International for recognition as a Rotaract club.

Both processes should be considered from the outset and, where possible, progressed alongside one another. A club should not assume that university recognition automatically provides recognition from Rotary International, or that being chartered as a Rotaract club removes the need to comply with university policies and procedures.

The establishment of a Rotaract club should be viewed as the beginning of a long-term student organisation, rather than as a project for a particular group of students or academic year. The founding members and university should consider how the club will continue when its current leaders graduate or leave the university. This should include a clear approach to recruiting new members, electing and developing future leaders, maintaining appropriate records, managing finances and completing an effective annual handover.

A university-based Rotaract club should also be connected to the wider opportunities available through Rotaract and Rotary. In the first instance, these opportunities will come via local Rotary contacts and Rotaract GBI.

Sponsorship

Although no longer required, many Rotaract clubs will have the sponsorship of pre-existing Rotary and/or Rotaract club(s) within the same regional area (known as a district).

Sponsor clubs can play an important role in supporting the development and sustainability of a Rotaract club. They provide a connection to the wider Rotary family and can offer experience, guidance, practical support and access to networks that may help a Rotaract club establish itself. Sponsorship can also create opportunities for collaboration between clubs, allowing Rotarians and Rotaractors to work together on service projects, events and other activities while learning from one another.

Rotaract clubs are independent membership organisations (within Rotary International) who have their own members, leadership, finances, meetings and activities. Sponsor clubs are not parent or senior clubs and do not have authority or control over how a Rotaract club operates. Sponsorship should therefore be viewed as a partnership that strengthens both Rotaract and Rotary, rather than as a relationship in which one club is responsible for the other.

Compliance

All Rotaract clubs must complete a compliance statement for Rotary International in Great Britain and Ireland (Rotary GB&I). This confirms that those involved have read and agree to a range of policies, including data protection and safeguarding. Guidance on insurance can be found as part of this compliance process.

Rotaract is part of Rotary International and the names, logos and other Rotary and Rotaract marks are protected trademarks. A university-based Rotaract club should use the official club branding and follow Rotary International's brand guidelines when promoting the club and its activities.

The club's use of the Rotaract name should clearly identify the club rather than imply that an activity is organised or managed directly by Rotary International. For example, promotional material should identify the specific Rotaract club (the Rotaract club of ‘University Name’/‘University Name’ Rotaract club). The Rotaract Masterbrand Signature should not be used on its own as the club's identifier.

Being part of Rotary International does not remove the club's responsibility to comply with the requirements of the university. This extends to any sponsors.

A university-based Rotaract club should therefore ensure that its activities, communications, fundraising, use of university facilities and engagement with students comply with both Rotary International requirements and the university's own policies and procedures.

Club Structures

Club structure defines the organisational framework through which the Rotaract clubs operates, including its membership categories, leadership, and governance arrangements. It establishes clear roles, responsibilities, and lines of accountability to ensure the effective administration of club activities and the achievement of Rotaract’s objectives.

Every Rotaract club is required to adopt the "Standard Rotaract Club Constitution” which is prescribed by Rotary International.

Clubs are then free to adopt their own Bylaws which outline the rules for how the club will work. As a starting point, club Bylaws will likely include;

• Definitions

• Elections and Terms of Office

• Duties of Officers

• Committees

• Meetings

• Fees and Dues

• Method of Admitting Members

• Amendments

Officers

The Rotaract Constitution requires every club to have a President, Vice-President, Secretary and Treasurer. A club's own Bylaws may also allow for additional officer roles. Rotaract GBI have published guidance on club leadership roles and structures.

The governing body of a Rotaract club is its Board of Directors, composed of the President, Immediate Past President (if available), Vice-President, Secretary, Treasurer, and additional Directors determined by this club who are elected by a club's members.

Elections

The officers of the club are elected, in accordance with the club’s Constitution and Bylaws. Elections and the nomination process are held at a time determined by the club to ensure a smooth transition of leadership and continuity of operations but should take place at least 6 months before the start of the new Rotary year.

The Rotary year starts 1st July.

During the period between election and taking office, the successful candidate will be known as “Role-Elect” (e.g. President-Elect) and will support transition planning and leadership handover in preparation for their term.

Elections should be held sufficiently early to allow the incoming leadership team to receive training, understand their responsibilities, develop plans for the year ahead and complete a meaningful handover with the outgoing team.

Holding elections well in advance also reduces the risk that a club becomes dependent on a small number of individuals. It gives incoming officers time to recruit new members, establish committees or project teams, understand the club's finances and records, and begin planning activities before taking office.

Membership

Rotaract is a form of Rotary membership. Members of Rotaract clubs are known as Rotaractors. Rotaract clubs are for people aged 18 and over.

Membership of university-based Rotaract clubs needs to be open to all members of the university community.

Rotaract clubs have two categories of membership;

• Active Members - Active members are individuals who have joined the club and are committed to advancing the objectives of Rotaract. They are expected to remain in good standing (comply with the club's Constitution and Bylaws, fulfill all financial obligations, and are not subject to any disciplinary action or suspension). Active members are entitled to vote on club matters and can hold leadership positions within the club. Rotaractors can only be an active member of one Rotaract club at a time but can also be a dual member, meaning they are active members of one Rotaract club and one Rotary club.

• Honorary Members - Honorary membership may be given to individuals who have rendered distinguished service to the club, the community, or the ideals of Rotaract. Honorary members are recognised as valued supporters of the club but are not required to fulfil the obligations of active membership. Normally these members are not able to vote or hold leadership positions. The number of honorary members cannot exceed the number of active members in a club.

MyRotary

MyRotary is the membership database and platform for all of Rotary, including Rotaract.

Every Rotaract club must record the details of all members on MyRotary, this includes the roles club leaders hold.

Rotary International requires this information to be updated whenever it changes. As a minimum, this club should confirm the information Rotary holds is correct by 30th June and 31st December each year.

Club officers, including the President, Treasure and Secretary, who will start their role from 1st July should be listed by previous January (i.e. 6 months before they start their role).

Keeping Rotary updated about your club ensures that your contact information is listed correctly in the Worldwide Rotaract Directory. Your club will also receive the latest news about Rotaract and have access to Rotary’s online tools and resources.

Clubs that do not report their club information for two consecutive years will be terminated by Rotary International.

Fees and Membership Dues

Each year, Rotaract clubs are required to pay the equivalent of $5 (US) per member for university-based clubs in Rotary International dues.

The Rotary year starts 1st July and a club’s invoice is calculated by the number of members on MyRotary on the 1st January.

Clubs can set their own membership rate. This can be higher than the minimum requirement to cover Rotary International dues to create a club fund. The value of the club’s membership fees should be included in the club’s Bylaws.

It is recommended that clubs work to ensure that membership fees do not become exclusionary but paid membership is an important aspect to distinguish Rotaract as a membership organisation that people make a commitment towards.

Rotaract clubs should be able to control their own funds and this extends, where possible, to having their own bank account.

Rotaract Great Britain and Ireland

Rotaract Great Britain and Ireland is a Rotary International approved Multi-District Information Organisation (MDIO) and since 1992 we’ve existed to connect, guide, and represent Rotaract clubs across GBI.

Questions about this guidance, or Rotaract more broadly, should be directed to Rotaract Great Britain and Ireland.

We provide a coordinated structure for collaboration, communication, and development - enabling clubs and Rotaractors to share knowledge, access resources, and amplify their collective impact. Through the MDIO, Rotaract GBI strengthens its voice, develops communities, and ensures every Rotaractor can thrive within a unified and sustainable network to contribute to a better, fairer world.

Our Vision

We envision a Rotaract movement where every member has a shared sense of community and common purpose which they use to create meaningful change - in their local communities, across the world, and within themselves.

Our Mission

We aim to deliver and host high-quality opportunities, resources, and guidance that enable every Rotaractor and club to flourish; nurture connection, leadership, and impact - helping our members turn ambition into action and create lasting positive change.

Rotaract Great Britain and Ireland covers an area of 24 districts across Rotary International Zones 19 (the Isle of Man, Ireland, Northern Ireland, Scotland, Wales, England, the Channel Islands and Gibraltar).

Find out more about Rotaract GBI on our website.

Engagement with Rotaract GBI should not end once a club is established. Rotaract clubs should continue to work directly with Rotaract GBI to access support, guidance, training, events, networking and other opportunities.