GRANT MANAGEMENT SEMINAR DISTRICT 5160 January 19, 2019

GRANT QUALIFCATION

QUALIFICATION REQUIREMENTS 2019-20 & 2020-21 Club Presidents must agree to the Club Memorandum of Understanding and submit signed MOU to District Stewardship Chair Load signed MOU onto DACdb grants module. Speaking points: Clubs must qualify to receive Rotary Foundation global and packaged grant funds. The process ensures that clubs are aware of all Rotary requirements before receiving grant funds and provides clubs with the tools needed to complete these requirements and successfully manage their projects. By attending this training, participants complete the first step toward qualification. One club member must attend this seminar annually and then share the information with fellow club members. The second step is to have the club president and president-elect sign and submit the club MOU. Discussion questions: Has your district told you what the requirements are? Do you understand all of them? How will you communicate this information to your club members?

QUALIFICATION REQUIREMENTS Be current on its dues, in good standing with the District 5160 and RI Be current on its tax returns Be current on all District and Global grants (reports, financial, close out) Speaking points: Clubs must qualify to receive Rotary Foundation global and packaged grant funds. The process ensures that clubs are aware of all Rotary requirements before receiving grant funds and provides clubs with the tools needed to complete these requirements and successfully manage their projects. By attending this training, participants complete the first step toward qualification. One club member must attend this seminar annually and then share the information with fellow club members. The second step is to have the club president and president-elect sign and submit the club MOU. Discussion questions: Has your district told you what the requirements are? Do you understand all of them? How will you communicate this information to your club members?

TRAINING REQUIREMENTS One member of the club must have attended the Grants Management Seminar after January 1, 2019 for the club to qualified for the 2019-20 Rotary year All interested club members are welcome to attend training Speaking points: Clubs must qualify to receive Rotary Foundation global and packaged grant funds. The process ensures that clubs are aware of all Rotary requirements before receiving grant funds and provides clubs with the tools needed to complete these requirements and successfully manage their projects. By attending this training, participants complete the first step toward qualification. One club member must attend this seminar annually and then share the information with fellow club members. The second step is to have the club president and president-elect sign and submit the club MOU. Discussion questions: Has your district told you what the requirements are? Do you understand all of them? How will you communicate this information to your club members?

TERMS OF QUALIFICATION Valid from July 1, 2019 to June 30, 2020 Club responsible for grant funds Disclose conflicts of interest Cooperate with all audits Implement the club MOU Club may apply for grants prior to being qualified, but no grants will be awarded before a club is qualified Speaking points: Once a club successfully completes the qualification requirements, the club will receive qualified status for one Rotary year. All club members understand that the club as an entity is responsible for the use of grant funds. The club must disclose any conflicts of interest in compliance with the Conflict of Interest Policy as outlined in The Rotary Foundation Code of Policies. The club must cooperate with any site visits, reviews, and audits. Misuse of grant funds could result in suspension of the club’s qualification status. Failure to implement the club MOU could result in a loss of qualified status. Discussion questions: How will you ensure that your club or district will comply with the MOU requirements? If it appears funds have been misused, how will your club handle the situation?

MAINTAINING QUALIFICATION Follow terms of club MOU Appoint a club member or committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds Speaking points: In order to maintain qualified status for one year, clubs must: Abide by the terms of the MOU, the grant terms and conditions, and the Rotary International and Rotary Foundation codes of policies. Appoint one or more club members to manage club qualification. A committee with staggered terms is recommended for increased transparency, oversight, and continuity. Ensure that stewardship measures and proper grant management practices are implemented for all Rotary Foundation grants, to prevent the misuse of funds. Discussion questions: What MOU requirements has your club already implemented? What requirements does your club need to implement? Who in your club will you ask to help implement the club MOU?

DOCUMENT RETENTION Provide access to documents for transparency Retain for a minimum of five years Make copies Speaking points: All documents should be accessible to everyone in the club. For example: Keep documents in a binder or a file system, or Scan documents and save them electronically to a shared network Documents must be retained for a minimum of five years -- or longer if local law requires it. Discussion questions: What is your club’s system for document retention? What types of documents need to be retained?

GLOBAL GRANT REPORTS Timeline for reporting: Progress reports within 12 months of first payment Every 12 months through the term of the grant Final report within two months of completion Speaking points: Progress reports must be submitted within 12 months of receiving the first global grant payment and every 12 months afterward. The final report must be submitted within two months of completing the project or activity. Unused grant funds may be used for additional eligible and Foundation-approved expenses. Changes to a project must be approved by Rotary. Any unused funds returned to Rotary will be credited to the World Fund.

DISTRICT GRANT REPORTS Progress report is due within 12 months of receiving funds Final report is due within 2 months of completion (project must be complete within 24 months of receiving funds) Load report onto DACdb grants module Reports to include the following information: Purpose of the grant Project/activity goals and evaluation of how they were accomplished Description of how partners were involved in the grant Number of project/activity beneficiaries and how they benefited Amount of club and outside funds raised versus projected amount in application Role of cooperating organizations How was project/activity promoted Itemization (spreadsheet) of funds raised, how the funds were spent, including identity of vendors All bank statements for project-specific account where District Grant funds were deposited. Pictures

DISTRICT GRANT REPORTS Report requirements are on rotary5160.org Reports to include the following information: Purpose of the grant Project/activity goals and evaluation of how they were accomplished Description of how partners were involved in the grant Number of project/activity beneficiaries and how they benefited Amount of club and outside funds raised versus projected amount in application Role of cooperating organizations How was project/activity promoted Itemization (spreadsheet) of funds raised, how the funds were spent, including identity of vendors All bank statements for project-specific account where District Grant funds were deposited. Pictures

ONLINE DISTRICT GRANT APPLICATION Clubs will use the DACdb grant module linked to the district website to apply for District DDF grant funds. Clubs must prepare a Pre-Submittal application for review beginning May 1, 2019 and ending May 31, 2019 Reports to include the following information: Purpose of the grant Project/activity goals and evaluation of how they were accomplished Description of how partners were involved in the grant Number of project/activity beneficiaries and how they benefited Amount of club and outside funds raised versus projected amount in application Role of cooperating organizations How was project/activity promoted Itemization (spreadsheet) of funds raised, how the funds were spent, including identity of vendors All bank statements for project-specific account where District Grant funds were deposited. Pictures

ONLINE DISTRICT GRANT APPLICATION Final grant applications must be submitted beginning June 1, 2019 and ending June 30, 2019 District Grant Review Panel will meet in July and determine grants approved and amounts awarded Reports to include the following information: Purpose of the grant Project/activity goals and evaluation of how they were accomplished Description of how partners were involved in the grant Number of project/activity beneficiaries and how they benefited Amount of club and outside funds raised versus projected amount in application Role of cooperating organizations How was project/activity promoted Itemization (spreadsheet) of funds raised, how the funds were spent, including identity of vendors All bank statements for project-specific account where District Grant funds were deposited. Pictures

GLOBAL GRANT APPLICATIONS Global grant applications can be submitted through out the Rotary year (July 1 through June 30) Global grants applications will be approved on a rolling basis throughout the Rotary year Global grant applicants first submit a Global Grant DDF Request Form to the Grants Committee Chair Reports to include the following information: Purpose of the grant Project/activity goals and evaluation of how they were accomplished Description of how partners were involved in the grant Number of project/activity beneficiaries and how they benefited Amount of club and outside funds raised versus projected amount in application Role of cooperating organizations How was project/activity promoted Itemization (spreadsheet) of funds raised, how the funds were spent, including identity of vendors All bank statements for project-specific account where District Grant funds were deposited. Pictures

GLOBAL GRANT APPLICATIONS District Grant Review Panel will review the request form and submit recommendations to the Grant Approval Committee Once approved the Global Grant draft application must be submitted to The Rotary Foundation within 90 days and District DDF funds will be earmarked for the Global Grant Reports to include the following information: Purpose of the grant Project/activity goals and evaluation of how they were accomplished Description of how partners were involved in the grant Number of project/activity beneficiaries and how they benefited Amount of club and outside funds raised versus projected amount in application Role of cooperating organizations How was project/activity promoted Itemization (spreadsheet) of funds raised, how the funds were spent, including identity of vendors All bank statements for project-specific account where District Grant funds were deposited. Pictures

Resources Available on RI Website Under My Rotary Club Memorandum Of Understanding Club Memorandum of Understanding Resource Club Memorandum of Understanding Worksheet Terms and Conditions For Rotary Foundation District and Global Grants Guide to Global Grants