Sending new club officer information to the District Secretary and Rotary International are two separate activities that are the responsibility of the club secretary to perform immediately following the annual Rotary club Election of Officers and Directors. These elections must be conducted by December 31 of each year.
Information to send to the District Secretary:
The District Governor needs as much information as possible, including complete contact information for all elected officers (President, Secretary, Treasurer, President Elect, Vice Presidents, Board of Directors and major committee chairs such as Membership, Rotary Foundation, Club Administration, Public Relations, Service Projects, etc. so we can keep these individuals informed about important events and information they need for their work.
All of this information can be submitted via the Club and District Leadership Form on the District Web Site here.
This form ONLY sends the information to the District Secretary. Reporting the new officers to Rotary International is critical. The next section addresses this process.
Information to send to Rotary International:
RI needs complete contact information for the newly elected President and Secretary as well as the Executive Secretary / Director if your club utilizes this position.
The preferred method of reporting this information to RI is for the current president, secretary or executive secretary / director* of the club to log on to the "Member Access" area of the Rotary International web site using this link: https://riweb.rotaryintl.org/
Once access is established, the "Update Club Data" section is where next year's officers can be entered directly into RI's database. From this screen, club meeting location, date, time can be updated along with other club information including web site address, and other contact information. This process also updates the "Official Directory" which is published each year.
This information can be submitted manually using the "Official Data Directory Form" which can be downloaded from the RI web site at:
http://www.rotary.org/RIdocuments/en_pdf/od_dataform_en.pdf
Assistance is available from the District 6150 Secretary at secretary@Rotary6150.org
* Only the current club President, Secretary and Executive Secretary / Director are authorized to access your club's records via the RI web site's Member Access area. If your club's executive secretary is not a Rotarian, the club president must send that person's name and contact information to data@rotaryintl.org to assign them to this position. Once this is done, your club's executive will have access to the Member Access area.
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updated 1/8/08 SWH .
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