FAQs – Club Organisation

Thursday, February 1, 2024

Polaris Team

How to use the club location and schedule?

Each club may have multiple locations and multiple schedules.

A schedule always refers to only one location. Therefore, the location must first be entered before you can create a schedule.

Tip: For the location, enter the hotel or restaurant name again in address line 1 and the street in address line 2.


You can find a detailed description here.

How to integrate a restaurant into Polaris?

In principle, it is possible to integrate a restaurant into Polaris to facilitate event coordination. There are several ways to implement this.

You can find a detailed description here.

How can I best use Polaris for club organization?

Polaris has digital support for almost every part of club life, but it is up to the individual clubs to define which tools of the program should be used. A guide on how to best organize this can be found here.

What is a CICO and what are their responsibilities in the club?

The Club Internet Communications Officer (CICO/Webmaster) is an official Rotary International club function. The CICO does not have to be an IT specialist, but should have a good understanding of IT and an in-depth knowledge of Polaris so that he can train his club in the optimal use of the program.

A detailed overview of tasks and duties can be found here.

How to capture attendance and presence in Polaris?

Basically, Polaris offers the option of registering attendees in a list of participants on the day of the event. Visitors from other clubs must first be entered in the list of participants. You can easily find them using the name search, provided they are not Rotarians from abroad.

It is even easier to capture attendance by scanning the member's QR code with a smartphone, so there's no need to register him or her on the attendee list beforehand.

You can find detailed information here.

What is the difference between a club function and a role within Polaris?

Club functions such as President, Secretary ... are managed in the Club Organisation menu. These data are transmitted to Rotary International and must be updated annually in Polaris.

A role, on the other hand, describes the rights within the Polaris administration that can be assigned to a club member in his/her user account. It is not linked to a club member's function.

The definition of the rights of a role (e.g. administrator of content) is done in the Club parameters under the section Roles

You can find detailed information on this topic here.

What is meant by committees?

Club committees - occasionally referred to differently in some Polaris instances - are responsible for specific fields of action. They contribute to the organization of club life, its administration and the support of club activities. The committees, or their leaders, report regularly to the Club Board on activities in their area of responsibility.

You can also find more detailed information on rotary.org.

What is a Club Executive Secretary (non-Rotarian)?

A Club Executive Secretary (non-Rotarian) can undertake various secretarial functions (administration, membership management, etc.). A Club Executive Secretary cannot be a member of the Board. An active member of the club must therefore be appointed to the Board as Secretary (RI).

To integrate  an Executive Secretary into a club's membership:

  1. Create an Other contact and assign him/her the administrative rights corresponding to his/her position. This member can be the Chairperson of a club committee (e.g. Club Secretariat).
  2. If a person holds the position of Executive Secretary for several clubs, only one club needs to create an Other Contact; the other clubs add this person to their Guests and assign him/her the corresponding administration rights.

If you have any questions about the function of Club (or District) Executive Secretary, please contact your DICO.