Member transfers

Member transfers between clubs

There are 3 different transfer of active members cases:

1. Transfer between clubs using the same Polaris instance, e.g. transfer between clubs within Sweden. This includes also transfers from an Interact club to a Rotaract club or to a Rotary club (also applies within the Inner Wheel community).

2. Transfer from a club using Polaris to a club abroad or to a club not using Polaris, e.g. from RC Biel (CH) to RC London (UK) or from RC Lyon (Polaris FR) to RC Paris (non-Polaris FR).

3. Transfer from abroad to a club using Polaris,. e.g. from RC Konstanz (D) to RC Antwerp (BeLux).

Case 1

This case is handled directly by the secretaries of the respective clubs; the process steps are described below.

Case 2

In case 2, the transfer is carried out by the secretary of the outgoing club, in direct coordination with the secretary of the incoming club. The two first steps are identical to case 1, but beware to enter the name of the destination club manually in the field "New host club OUTSIDE THIS POLARIS INSTANCE" (e.g. “RC CLUBNAME”).

Case 3

In case 3 and any other special cases, please contact the specific support for your instance.

Initiating the transfer process for case 1 and case 2

The transfer is initiated by the secretary of the outgoing club. This feature requires the role “Member administrator” or “Unit admin (all rights)”.

Transfer is initiated by the Initiate member transfer button in the Community tab of the active member.

In the next dialog window, the leaving date and the new club are entered.

1. The left home unit date can be today or up to 28 days ago. It cannot be in the future!

2. The new unit can be selected by opening the selection box and searching for the desired club within this Polaris instance.

3. The field "New host unit OUTSIDE THIS POLARIS INSTANCE" is only filled in transfer case 2 (see above, the various cases).

NOTE

If the target club does not have a secretary defined for the current community year, the transfer cannot be initiated!

Email sent to the secretary of the target club

When the transfer has been successfully started, Polaris sends an email to the secretary of the target club. The email message will contain a link to the transfer overview in the target club, to complete it.

ATTENTION

As long as the member's transfer is not in "Accepted" status, his user-account is disabled and he/she cannot log in. Usually, the transfer process is completed the next day and the member's user-account is enabled in his/her new club. Be aware that the "Left home unit on" date precedes the "New home unit" date by one day.

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It is recommended to clarify the transfer between the two secretaries of the clubs and initiate it in the past.

Transfers in the future are NOT possible due to RI rules. This allows to complete the transfer within 24 hours.

Completing the transfer to the target club

The secretary of the target club accepts or declines the transfer at Members > Member transfers.

When the transfer has been accepted, the secretary of the sending club is notified by email, the transfer process is completed and the member becomes an active member of the target club. The transfer appears as completed in both clubs.

The entry date in the new club cannot be set. It is automatically calculated from the leaving date in the sending club.

When the transfer has been declined, the secretary of the sending club is notified by email, the transfer process is canceled and the member is back in his original club. The transfer appears as declined in both clubs.

Final notification

The transfer process ends with an email notification to the secretary of the sending club (e.g., “Member transfer accepted”).

ATTENTION

A member transfer cannot be reverted! The only way to correct an error is to initiate a new transfer. However, the transfer history of the member is always preserved.