1. Grant Management Seminar 1 District 5300 Grant Management Seminar

2. Grant Management Seminar 2 Purpose Understand how to manage a Rotary Foundation grant Learn stewardship expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds

3. Grant Management Seminar 3 Grant Management Ensures that projects Have proper financial control Adhere to technical standards Meet the needs of the beneficiaries Fulfill their objectives Safeguard funds

4. Grant Management Seminar 4 Successful Grant Projects Meet community needs Include frequent partner communication Have implementation plan Are sustainable Maintain proper stewardship of funds

5. Grant Management Seminar 5 Stewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision Financial records review Oversight of funds Reporting irregularities Timely submission of reports

6. Grant Management Seminar 6 Qualification Requirements Attend a grant management seminar Agree to club memorandum of understanding (MOU) and submit signed to district Be current on all Foundation reports Contribute to APF in last Rotary year Submit Club Foundation goals by April 1

7. Grant Management Seminar 7 Terms of Qualification Valid for one year Club responsibility for grant funds Disclose conflicts of interest Cooperate with all audits Use grant funds properly Implement the club MOU

8. Grant Management Seminar 8 Session 1 Designing a Project

9. Grant Management Seminar 9 Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds

10. Grant Management Seminar 10 Needs Assessment Base project on the community’s need Assess resources of your club and potential partners Talk to the community

11. Grant Management Seminar 11 Partners RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings Rotary Showcase / Facebook

12. Grant Management Seminar 12 Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

13. Grant Management Seminar 13 Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

14. Grant Management Seminar 14 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

15. Grant Management Seminar 15 Setting Goals Gather baseline data Set goals Determine method of measurement

16. Grant Management Seminar 16 Session 2 Applying for and Implementing a Grant

17. Grant Management Seminar 17 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

18. Grant Management Seminar Rotary Foundation Grants District grants Global grants 18

19. Grant Management Seminar Applying for District Grants DGN Raghad Khoury is Chair Use DacDB to apply and report Clubs will be notified of allocated amount There will be a second round of applications Due dates: 19

20. Grant Management Seminar Applying for District Scholarships PDG Roger Schulte is Chair 20

21. Grant Management Seminar 21 Applying for Global Grants Two-step application process online Meet goals of area of focus Be sustainable Involve Rotary clubs in two districts Minimum budget of US$30,000 District confirms club is qualified

22. Grant Management Seminar 22 Areas of Focus Peace and conflict prevention/resolution Disease prevention and treatment Water and sanitation Maternal and child health Basic education and literacy Economic and community development

23. Grant Management Seminar 23 Sustainable Projects Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

24. Grant Management Seminar Global Grant First Steps 24

25. Grant Management Seminar 25 Application

26. Grant Management Seminar 26 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian cash contributions

27. Grant Management Seminar 27 Financing Guidelines Contributions raised by Rotarians Funds cannot be raised from beneficiaries in exchange for a grant Funds cannot come from other grants Contributions credited to donor

28. Grant Management Seminar 28 Implementation Communication Financial management plan Recordkeeping Following original plan

29. Grant Management Seminar 29 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

30. Grant Management Seminar 30 Session 3 Oversight and Reporting

31. Grant Management Seminar 31 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

32. Grant Management Seminar 32 Financial Management Plan Bank account for global grant funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws

33. Grant Management Seminar 33 Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org

34. Grant Management Seminar 34 Document Retention Provide access Retain for a minimum of five years Make copies

35. Grant Management Seminar 35 District Grant Reports Reports are submitted on Dacdb. Grant funds are not disbursed until report is approved.

36. Grant Management Seminar 36 Global Grant Reports: Frequency Progress reports Within 12 months of first payment Every 12 months through the life of the grant Final report within 2 months of completion

37. Grant Management Seminar 37 Global Grant Reports: Content How partners were involved Type of activity Evaluation of project goals How area of focus goals were met How funds were spent Number of beneficiaries and how they benefited

38. Grant Management Seminar 38 Conflict of Interest Exists when a Rotarian benefits financially or personally from a grant Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)

39. Grant Management Seminar 39 Thank you