Data exchange with Rotary International (RI) (e01)

Tuesday, October 12, 2021

Jan Trnka, Polaris-Team

Please, do not maintain member or club data in My Rotary!

Polaris sends data of all members and clubs to RI every night!

The following data is sent to RI:
  • Club contact data
  • Club board composition
  • Members' data

The data exchange is unidirectional from Polaris to RI. When you change data in RI, you will either loose them next day or create data inconsistency, which must be resolved manually.

Club data sent to RI

The club data sent to RI are:

  • Public email address
  • Website address
  • The first schedule in the list with the following fields:
    • Title
    • Weekday
    • Time from
    • Location coordinates

Only the first schedule of the list "Schedules", and its location is sent to RI !

Sending club data to RI is mandatory for all rotary and rotaract clubs. It is disabled for special units like foundation, governorrat, fellowships, metro-clubs, multi-district, etc.

Future Polaris releases may send also other club data to RI, such as the club postal address.

Board composition sent to RI

The following club board functions are sent to RI:

  • Presidents of the actual and of next year
  • Secretaries of the actual and of next year
  • Treasurers of the actual and of next year
  • Club Administration of the actuel and of next year (from 2022 on)
  • Rotary Foundation chair of the actuel and of next year
  • Membership chair of the actuel and of next year
  • Service projects chair of the actuel and of next year (from 2022 on)
  • Public image chair of the actuel and of next year (from 2022 on)

Other board functions as well as club own functions are not sent to RI.

Committee composition sent to RI

In case the Rotary Foundation chair is not a position in the board, the President of the official Committee Rotary Foundation is sent to RI

Till end 2021: in case the Club Administration chair is not a position in the board, the President of the official committee CICO/Webmaster is sent to RI as Club Administration.

No other Committee membership is sent to RI

Member data sent to RI

Data of all active members in the club are sent to RI.

You can see member data which is sent to RI on your profile and in the administration. All such fields are marked "RI" on the right border of the field.

You cannot prevent this data to be sent to RI, but in case the data entry is not mandatory you can leave it empty. (Mandatory fields are marked with the red star)


Data not sent to RI

The following data are not sent to RI:

  • Club board composition other than the one mentioned here above
  • Club committee composition
  • District board composition
  • District committee composition
  • Unit data of special units like foundation, fellowship, governorrat etc.
  • Member data of special units
  • Member data of any other contacts and prospects