Know Your Club Constitution, By-Laws and Policies

Q: How is “Protocol” defined in the Code of Policies?

A: The following item in the Code of Policies is authoritative:

“6.1.2.1 What is Protocol? “Protocol” is a word of diplomatic usage, from the Medieval Latin “protocollum”, meaning, “the first (document) glued into” a book of records, as such presumably setting the form for others to follow in the same register. Thus it came to mean a set formulary for the drafting of official correspondence and other documents dealing with the conduct of foreign affairs. In the evolution of modern diplomacy, these forms came to be used bilaterally and multilaterally, and the word acquired a wide variety of meanings according to the context in which it was employed, but generally signified a statement agreed upon between two or more plenipotentiaries. More loosely, the word is used, even in diplomatic parlance, to indicate the arrangement and etiquette of diplomatic intercourse and ceremonial, such matters of procedure and the precedence of diplomatic representatives in official meetings and ceremonies, even the places of their seating and that of their wives at dinners and entertainments, public and private. One may even say that protocol glues nations together. Plainly, protocol is common courtesy and consideration, and anything that is proper and in good taste.”

Q: How is “Order of Precedence” defined in the Code of Policies?

A: The following item in the Code of Policies is authoritative:

“6.1.2.2 Order of Precedence Foremost among the rules of protocol is the adherence at all functions where officials are present. The rank or order of precedence of an official must at all times be properly recognized, it is in his seating or introduction at banquet and other gatherings. Part one; Section 3 of the Manual of Procedure of Rotary International sets forth the rules on Rotary International Protocol. In accordance therewith, the following Order of Precedence is to be used at Rotary International meetings or functions involving current, past and future officers of Rotary International and its Foundation and all respective spouses:

1. President (or the President’s Representatives)

2. President-Elect

3. Vice-President

4. Treasurer

5. Other Directors

6. Past Presidents (in order of seniority)

7. Trustees (led by their Chairman)

8. General Secretary

9. President Nominee

10. Past Directors (in order of seniority)

11. Past Trustees (in order of seniority)

12. Past General Secretaries (in order of seniority)

13. Directors-Elect

14. Governors (and other RI Officers)

15. Directors Nominee

16. Past Governors (in order of Seniority)

17. Incoming Trustees

18. Incoming Governors

In general, the current position takes precedence over past position, past position takes precedence over future position, individuals holding more than one position shall be marked by the highest office, accompanying spouses have the same rank. Officers at formal functions should be addressed according to protocol only once.”