Data exchange with Rotary International (RI)

Share
Sunday, April 30, 2023

Team Polaris

Please, DO NOT manage member or club data in MyRotary!

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

The following data are sent to RI:
  • Club contact data
  • Club board composition
  • Member data

The data exchange is unidirectional from Polaris to RI. If you change data in RI, it will either be lost the next day or data inconsistencies will occur that have to be corrected manually.

The data exchange uses the SEMDA service. 

Club data sent to RI

The club data sent by Polaris to RI are the following:

  • 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 will be sent to RI. Sending club data to RI is mandatory for all Rotary and Rotaract clubs. It is disabled for special units like Foundation, Governors' Board, 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 via Polaris

The following club board functions are sent to RI as soon as known:

  • 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 via Polaris

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  => this function must be updated every year.

No other Committee membership is sent to RI.

Member data sent to RI via Polaris

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

You can see member data which are 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, Council of Governors etc.
  • Member data of special units
  • Member data of any Other contacts and Prospects


Important!

The club cannot delete itself an incorrectly created member. It is possible that it has already been reported to RI and must also be deleted or corrected there.

In such a case please contact the DICO. See the Polaris Support page.