Rotary Endorsement Form

What is the Endorsement Form?

The Rotary Endorsement Form is how a Rotary club formally endorses an applicant for a District 9660 youth program and states how much the club has agreed to pay towards that applicant's fee.

It replaces the paper endorsement form. One online form covers every program: you choose the program at the top, and the wording, the fee line and the routing all follow your choice. When you submit, the form builds a signed PDF and emails it to the program team, with a copy to you.

Who fills it in

A board member or authorised contact of the endorsing Rotary club completes the form, not the applicant. You are asked for your board position, because the endorsement is given on behalf of the club.

You will need:

• The applicant's first name and surname
• Your club name
• The amount your club has agreed to contribute
• Your own contact details and board position

Accessing the form

Go to support.rotary9660.org.au/endorsement.

No sign-in is required. The form works on desktop, tablet and mobile.

How it works at a glance

flowchart TD
    A["Open the form - no sign-in needed"] --> B["Choose the program"]
    B --> C["Enter the applicant, your club,
and the agreed contribution"]
    C --> D["Enter your contact details
and board position"]
    D --> E["Draw or upload your signature"]
    E --> F["Submit - a branded PDF is
generated in your browser"]
    F --> G["PDF emailed to the program team,
with a copy to you"]
    F --> H["Filed automatically on the
Finance SharePoint site"]

Filling in the form

1. Program - choose RYPEN, RYLA, Youth Exchange (YEP), or Other. Your choice sets which team receives the endorsement, and it appears throughout the form and the PDF.
2. Applicant - the first name and surname of the person your club is endorsing.
3. Endorsing Rotary Club - your club name, and the amount your club has agreed to pay towards the application fee. The fee line updates to name the program you selected.
4. Rotary Club Contact Person - your name, email address, mobile number and board position. Your email receives a copy of the signed endorsement.

Programs not in the list

The dropdown lists the programs that have their own district mailbox. For anything else, including NYSF and RYDA, choose Other and type the program name in the box that appears.

Endorsements for Other programs are sent to support@rotary9660.org.au and forwarded to the relevant program officer, so nothing is lost. The program name you type is used throughout the PDF exactly as you enter it, so spell it as you want it to appear.

Adding your signature

Near the bottom of the form you will see a signature area. You have two options:

• Draw your signature directly on the canvas using your mouse, trackpad, or finger on a touch screen.
• Upload image to load an image file (PNG, JPG) of your signature from your computer.

Use the Clear button to start over if needed. Your signature is required before the form can be submitted.

Submitting

Once everything is filled in:

1. Click Submit Endorsement.
2. The form generates a branded PDF with the program, applicant, club, agreed contribution, your details and your signature.
3. The PDF is emailed to the program team, with a copy to your email address.
4. A confirmation message appears on screen when it has been sent.

If the district sent you a link

A program officer can send your club a part-filled endorsement. If you arrived from a link in a district email, you will see a banner naming who requested it, and the program and applicant name will already be filled in and greyed out, along with the applicant email if the district supplied one. That is expected: those details are what the district asked for, so they are locked to keep the record consistent.

You still complete the rest yourself: your club's contribution, your contact details, your board position and your signature.

Each link works once and expires after 60 days. If yours no longer works, the endorsement has probably already been submitted; contact the program team or support@rotary9660.org.au for a fresh one. District officers can read more under About the links.

Troubleshooting

The program I need is not in the dropdown

Choose Other and type the program name. See Programs not in the list.

The signature canvas is blank or tiny

Resize your browser window slightly. The canvas adjusts to the available space. If you are on a very narrow screen, try landscape orientation on a tablet or use a desktop browser.

I get an error when submitting

Check that every required field is filled in, including the program, the contribution amount, your board position and your signature. If the error persists, take a screenshot and email support@rotary9660.org.au.

I did not receive my copy

Check Junk or Spam. The email is sent from support@rotary9660.org.au. If it is still missing, the program team's copy will have gone through; email IT support if you need yours re-sent.

We need to change the amount after submitting

Email the program team, copying support@rotary9660.org.au. Do not submit a second endorsement for the same applicant unless you are asked to, as it creates a duplicate record.

Still stuck? Email support@rotary9660.org.au with a screenshot.

Who can use it

Both officer screens require you to sign in with your Rotary District 9660 account, and access is scoped to your own program. A program chair sees, requests and chases endorsements for their program only, and cannot see another program's endorsements or the amounts other clubs have pledged to them.

If you sign in and see "Your account is not on the endorsement admin list", email support@rotary9660.org.au and ask to be added, saying which program you chair.

Requesting an endorsement

A club can fill in the form unprompted at any time. That works well when the club is organised, but it leaves the district with no record of an endorsement that was asked for and never came back. Sending a request closes that gap: the applicant and program are entered for the club, and every request is recorded, so you can see which clubs have replied and which need chasing.

Go to support.rotary9660.org.au/endorsement-request.

1. Program - the dropdown only offers the programs you chair. If you chair exactly one, it is already selected for you. Only a district-wide account can choose Other and type a free-text program name such as NYSF or RYDA.
2. Applicant - first name and surname. The email address is optional; if you enter it, the applicant is sent a copy of the completed endorsement.
3. Club to ask - the club name, plus the contact's name and email address. This is where the link is sent, so check the address carefully.
4. Note - optional, and added to the invitation email. Useful for a deadline or a line of background about the applicant.
5. Click Send request to club.

The request appears immediately on the dashboard as Requested.

How it works at a glance

flowchart TD
    A["Officer opens Request an Endorsement"] --> B["Enters applicant, program
and the club to ask"]
    B --> C["District emails the club
a unique link"]
    C --> D["Club opens the link - applicant
and program already filled in"]
    D --> E["Club adds contribution, contact
details and signature, submits"]
    E --> F["PDF emailed to program team,
club contact and applicant"]
    E --> G["Record flips Requested to Completed"]
    C --> H["Still outstanding? Officer sends
a reminder from the dashboard"]

What the club receives

The club contact gets an email from support@rotary9660.org.au naming the applicant and program, including your note if you added one, and containing their link.

On submission the signed PDF is emailed to the program team, to the club contact, and to the applicant if an address was supplied. The record flips to Completed.

For what the club actually sees when they open the link, and which fields are locked for them, see If the district sent you a link.

Tracking and chasing

Go to support.rotary9660.org.au/endorsement-admin.

The dashboard defaults to Outstanding (Requested), so you land on the ones needing attention. You can switch to Completed or All, and the counters at the top show the totals.

Each outstanding row shows how many days ago it was requested. Anything older than 14 days is highlighted in red. Click Send reminder to re-send the original link to the same club contact; the row then records when the reminder went out, so you can see who has already been chased.

Completed rows show the contribution amount and a link to open the signed PDF.

About the links

Each link is unique to that request and unguessable. It works once: after the club submits, the link stops working, so it cannot be used to lodge a second endorsement.

Links expire 60 days after they are issued. If a club tells you their link has expired or no longer works, send a fresh request from the request screen. It is safe to do so; the old link cannot be revived.

Troubleshooting for officers

The club says the link does not work

Most often the endorsement has already been submitted, or the link is more than 60 days old. Check the dashboard: if the row shows Completed, it is already done and nothing more is needed. If it still shows Requested, send a new request.

The club filled in the form without using the link

That is fine. Their endorsement is recorded as a separate Completed entry, and the original Requested row simply stays outstanding. Ask support@rotary9660.org.au to tidy up the leftover row.

I sent the request to the wrong address

Send a new request to the correct contact. Then ask IT support to remove the incorrect row so it does not sit on the dashboard as permanently outstanding.

The reminder button says the endorsement is already completed

The club submitted while you were looking at the page. Refresh the dashboard.

An endorsement I expected is not on my dashboard

You only see your own program. If a club lodged it against a different program, or used Other with a free-text name, it will not appear for you. Email support@rotary9660.org.au and it can be checked district-wide.

I need to request an endorsement for a program I do not chair

You cannot, by design. Ask that program's chair to send it, or email support@rotary9660.org.au.

Still stuck? Email support@rotary9660.org.au with a screenshot.

Where submissions go

Every submission is filed automatically on the Finance SharePoint site, because an endorsement commits your club to a payment:

• The signed PDF is stored in the Endorsements folder of the Finance document library.
• A row is added to the Endorsements list recording the program, applicant, club, agreed amount, your contact details and the date, with a link to the PDF.

Only users with access to the Finance site can view these records.