Member transfers

Member transfers between clubs

There are 3 distinct scenarios for the transfer of active members:

Scenario 1 – Transfers between two clubs in the same Polaris instance

Applies to Rotary, Rotaract, Interact & Inner Wheel

Transfer between clubs that uses the same Polaris instance, for instance, transitioning between clubs within Switzerland. This also applies to moving from an Interact Club to a Rotaract Club or a Rotary Club (this is also relevant within the Inner Wheel community). This situation is directly managed by the secretaries of the respective clubs.

Initiating the transfer

The transfer is initiated by the receiving club. For this role, the position of "Member administrator" or "Admin (all rights)" is necessary.

Access the Member Management section > Members. The transfer is initiated by clicking the Add/create member button on the "General" tab.

In the next step, search for the desired member, using either the first and last name, email address (preferably: lower risk of errors), or RI ID for the Rotary community. To assign the person to your club, click the icon in the Actions column to the right of his/her name in the search results list.

After that, click on the option to "Request transfer from another club".

Please provide the desired transfer date (this date must be between today and up to 30 days in the past – a future date is not allowed) along with a brief note to the secretary of the other club.

Completion of the transfer

After saving, the secretary of the releasing club receives an email notification requesting the acceptance of the transfer. The transfer can also be accepted or rejected under Member Management > Member transfers. Once the transfer is accepted, the member will appear under “Members” in the new club, and the secretary of the receiving club will be notified via email. In the releasing club, the member will be listed under “Former”.

 IMPORTANT NOTES

If the outgoing club has not appointed a secretary for the current club year, the transfer cannot be initiated! If the transfer is rejected, the prospective member will remain an active member of the outgoing club, and the secretary of the receiving club will be notified via email. The transfer will be recorded as rejected in both clubs.

A member transfer cannot be undone! The only way to rectify an error is to start a new transfer. However, the member's transfer history will always be preserved.

Scenario 2 – Transfer from a club within Polaris to a club outside of one's own Polaris instance (club with or without Polaris)

Applies to Rotary, Rotaract, Interact & Inner Wheel

Transfer from a club that uses Polaris to a club outside of one's own Polaris instance, regardless of whether that club uses Polaris or not, for instance, from RC Biel (CH) to RC London (UK) or from RC Lyon (Polaris FR) to RC Paris (non-Polaris FR).

Initiating the transfer

In this situation, the transfer is carried out by the secretary of the outgoing club in close collaboration with the secretary of the new club. The member's affiliation will be terminated in Polaris. The new club will admit the member at least one day later into its organization.

To terminate the member's affiliation in Polaris, navigate to the section Member Management > Members and click on the “Change status” action for the selected member.

Select the option "Terminate member affiliation" in the next step.

Enter the exit date from the club (the date must be between today and up to 30 days in the past – a future date is not allowed) and the reason for leaving, then click on “Save”. After that, you will find the member listed under “Former”. Please notify the member or the receiving club about the exit that has taken place (including the exit date). The receiving club can admit the member the following day.

Scenario 3a – Rotary, Rotaract: Transfer from a club outside of one's own Polaris instance (club with or without Polaris) to a club within Polaris

Applies only to Rotary & Rotaract

Transfer from a club outside of one's own Polaris instance, regardless of whether that club uses Polaris or not, to a club that uses Polaris, for instance, from RC Bergen-Vest (N, not Polaris) to RC Antwerpen (BeLux, Polaris).

Initiating the transfer

In this situation, the transfer is carried out by the secretary of the receiving club in close coordination with the secretary of the former club. The member's affiliation must first be terminated at the outgoing club (not Polaris). After that, the member can be added as a new member at the receiving club (Polaris) using the search function and the retrieved record from Rotary International.

In the next step, search for the desired member, using either the first and last name, email address (preferably: lower risk of errors), or RI ID for the Rotary community. To assign the person to your club, click the icon in the Actions column to the right of his/her name in the search results list.. Make sure that the membership in the previous club is "terminated".

After that, click on the option "Add as Member." In the next step, enter the necessary information for the new member (RI ID and name will be automatically filled in). Once you click "Save", the member will appear under "Members" in the new club.

Scenario 3b – Inner Wheel, Interact: Transfer from a club outside of one's own Polaris instance (club with or without Polaris) to a club within Polaris

Applies only to für Interact & Inner Wheel

Transfer from a club outside of one's own Polaris instance, regardless of whether that club uses Polaris or not, to a club that uses Polaris, for instance, from the IW Club Bodensee (D, not Polaris) to the IW Club Solothurn (CH, Polaris).

Initiating the transfer

In this situation, the transfer is carried out by the secretary of the receiving club in close coordination with the secretary of the former club. The member's affiliation must first be terminated at the outgoing club (not Polaris). After that, the member can be added as a new member at the receiving club (Polaris) using the search function.

Use the first and last name or email address (preferably: lower risk of errors) to check if the member already exists. This helps avoid duplicates. If the new member you want does not appear in the results, you can add them by clicking on “+ Create new individual”.

After that, click on the option "Add as Member." In the next step, enter the necessary information for the new member (name will be automatically filled in). Once you click "Save", the member will appear under "Members" in the new club.