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Youth Protection

Report a Youth Protection Incident to the District

How a Club President uses the district's Incident/Allegation Report to send a confidential, signed PDF to the District Governor, the District Youth Protection Officer and the Assistant Governor.

Club presidents and club Youth Protection Officers About 20 minutes to fill in, once the youth is safe and authorities are called Last reviewed October 2026

If an incident or allegation involving a young person happens at a RYLA event or any D3860 Rotary event with young people, the district's Reporting Mechanism sets out what to do and in what order. The youth's safety comes first, then local authorities, then the Club President. This form is the next step: the Club President's written report to the Assistant Governor and the District Governor, sent within 24 hours.

The Incident/Allegation Report on the district website turns that report into a confidential PDF. Everything happens in your browser: what you type is never sent to or stored by the website. That keeps it private, but it also means nothing is saved if you close the page. This guide covers the form section by section so you can finish it in one sitting, calmly and accurately.

Before you open the form

Step by step

  1. 1

    Make sure the youth is safe and authorities are notified

    Immediately

    The report comes after these steps, not before. The district's Reporting Mechanism asks whoever first hears of the incident or suspicion to secure the minor, call local authorities / PNP / LSWDO, and notify the Club President within 1 hour. The Club President then reports to the Assistant Governor within 24 hours, and this form is how you write that report.

    The district's guidance is clear: do not run your own inquiry. Write down what you were told and what you saw, and leave the investigating to the proper authorities.

    CRITICAL NOTICE, from the district's Reporting Mechanism: Do not conduct any internal investigations. Preserve the facts and report immediately.

    District Reporting Mechanism
  2. 2

    Open the form on a private device

    2 minutes

    Go to the Youth Protection page and choose "Open the template" on the Incident/Allegation Reporting Template card, or go straight to the form at the link below.

    Use a device you trust and fill the form in one sitting. Nothing is saved as you go, so if you close or reload the page, you start over.

    • Prefer paper? Choose "Download blank template" near the top of the page for an empty PDF you can print and fill in by hand.
    • The Memo section at the top is already addressed: TO the District Governor, Rotary International District 3860, ATTN the District Youth Protection Officer (DYPO) and your Assistant Governor, with the subject "URGENT: Youth Protection Incident/Allegation Report".
    Incident/Allegation Report
  3. 3

    Fill in the Memo and General information

    3 minutes

    Under Memo, type your club in "From: President, Rotary Club of". The box suggests club names as you type, for example Marbel for the Rotary Club of Marbel. Add your Assistant Governor's area number if you know it. "Date of report" is already set to today.

    Under "1. General information", enter the "Date of incident/discovery" and, if known, the "Time". Then add the "Location of incident" and the "Rotary program involved".

    • Fields marked with a red asterisk are required. In this section that's the club name and the date of incident/discovery.
    • Location suggests Club meeting, RYLA camp or Online. Program suggests Interact, Youth Exchange, RYLA or Other. You can also type something else.
  4. 4

    Record the parties involved, using initials

    5 minutes

    In "2. Parties involved", enter the "Alleged victim (initials or Case ID)", such as "M.C.P." or "Case 2026-014", plus their age and gender. Then add the "Alleged perpetrator", their "Role" (Rotarian, Guest, Parent or Other), and any "Witnesses (if any)" with names and contact details, one per line.

    The form reminds you that, to protect the minor's privacy under RA 7610, you should use initials or a Case ID if the report will go by unencrypted email. Full names should only be shared through secure or verbal channels.

    If what you type in the victim field looks like a full name, the form shows a yellow warning. It won't stop you, so take it as a prompt to switch to initials unless you're sure the PDF will travel securely.

  5. 5

    Describe what happened, factually

    5–10 minutes

    In "3. Description of the allegation", give a short, factual summary of the incident or suspicion. The form asks you to avoid personal opinions or conclusions. This field is required.

    Write what was seen, heard or disclosed, by whom and when, in plain sentences. If it runs long, that's fine: the PDF continues onto extra pages.

  6. 6

    Tick the immediate actions already taken

    2 minutes

    In "4. Immediate actions taken", tick each action that has already happened. Leave the rest unticked. The report should show where things stand right now.

    • Youth Safety: confirmed the youth is in a safe environment.
    • Medical Care: if applicable, the youth was referred to a clinic or hospital. Type its name.
    • Police/DSWD Notification: reported to a PNP WCPD station or DSWD office. Enter the office and the date and time you reported.
    • Suspension: the accused has been immediately suspended from all youth-facing Rotary activities.
  7. 7

    Add the club contact, then sign the declaration

    3 minutes

    In "5. Club contact person", enter your Club Youth Protection Officer and their contact number or email.

    In "6. Declaration", read the certification that the report is made in good faith and in line with the District 3860 Youth Protection Policy and the Rotary International Code of Policies. Type your name in "President's name" (required) and check the "Rotary year", which defaults to the current one.

    Sign in the box with your finger or mouse. If you make a mistake, choose "Clear signature" and sign again. The signature is optional on screen, so you can also sign the printed copy by hand.

  8. 8

    Download the PDF and send it securely

    5 minutes

    Choose "Download confidential report (PDF)". If a required field is missing, the form highlights it in red and shows "Please complete the highlighted fields first." Fill those in and try again.

    The file saves to your device with a name like YP-Incident-Report-Marbel-2026-10-24.pdf. Every page is marked CONFIDENTIAL. Send it to the District Governor, the District Youth Protection Officer and your Assistant Governor.

    If you send the PDF by unencrypted email, make sure the victim is identified only by initials or a Case ID.

Common questions

This guide describes the district's online form as it works today. Nothing you enter is stored by the website, and the finished PDF goes only where you send it. The form and the Reporting Mechanism may be updated, so follow the version on the Youth Protection page. This guide is not legal advice, and it does not replace contacting the proper authorities.

Sources, checked October 2026