1. GRANT MANAGEMENT SEMINAR
DISTRICT 7610

2. PURPOSE Understand how to manage a Rotary grant
Learn stewardship expectations
Prepare clubs to implement the MOU
Qualify clubs to receive grant funds

3. Grant Management

4. Terms and Conditions for TRF Grants

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

6. OVERVIEW OF ROTARY GRANTS
Significant decision-making power at the club
and district levels
Simplified leadership structures
Online process
Types: global grants, district grants
Flexible DDF and scholarships
Vocational training teams

7. Grant Planning

8. SUCCESSFUL GRANT PROJECTS
Meet community needs
Are sustainable
Involve a partner
Have an implementation plan
Maintain proper stewardship of funds

9. NEEDS ASSESSMENT Base projects on communities’ needs
Determine what resources your club and potential partners have
Talk to the community

10. CREATING A BUDGET Realistic Competitive bidding Reasonable prices
Disclose conflicts of interest
CREATING A BUDGET
CREATING A BUDGET

11. SETTING GOALS Measurable Sustainable Qualitative Quantitative
Gather baseline data
Determine method of measurement

12. ROTARY FOUNDATION GRANTS
Global grants
Humanitarian Grants
Scholarships
Vocational Training
Teams
District grants

13. Global Grants

14. APPLYING FOR GLOBAL GRANTS
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Minimum total budget of US$30,000
Must be justified
Must use $15,000 TRF match
District confirms club is qualified
Online application process

15. 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

16. Areas of Focus Policy Statements

17. APPLYING FOR GLOBAL GRANTS
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Minimum total budget of US$30,000
Must be justified
Must use $15,000 TRF match
District confirms club is qualified
Online application process

18. Sustainable Projects Giving a community the skills and
Knowledge to maintain project outcomes for
the long term, after grant funds have been
expended.

19. Guide To Sustainability

20. APPLYING FOR GLOBAL GRANTS
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Minimum total budget of US$30,000
Must be justified
Must use $15,000 TRF match
District confirms club is qualified
Online application process

21. APPLYING FOR GLOBAL GRANTS
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Minimum total budget of US$30,000
Must be justified
Must use $15,000 TRF match
District confirms club is qualified
Online application process

22. APPLYING FOR GLOBAL GRANTS
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Minimum total budget of US$30,000
Must be justified
Must use $15,000 TRF match
District confirms club is qualified
Online application process

23. APPLYING FOR GLOBAL GRANTS
Meet goals of area of focus
Be sustainable
Involve Rotary clubs in two districts
Minimum total budget of US$30,000
Must be justified
Must use $15,000 TRF match
District confirms club is qualified
Online application process

28. HELPFUL RESOURCES Rotar.org/Webinar Introduction to the Grant Center
Wed, 5-Apr :00 am (30 min)
Level: Beginner
In this webinar we will introduce
you to the new Grant Center which
features both a new look and a
streamlined grant application.
Language: English

29. GLOBAL GRANT FINANCING
Minimum budget for a global grant is
US $30,000
Must justify & use TRF match of $15,000
DDF matched 100% with World Fund
Rotarian and non-Rotarian cash
contributions matched 50% with
World Fund
Add 5% to Grant budget for TRF
admin costs
L GRANT FINANCING

30. FINANCING GUIDELINES International sponsors provide at least
30% of total sponsor funding
Funds cannot be raised from beneficiaries
or cooperating organizations in exchange
for a grant
Funds cannot come from other grants
Contributions credited to donor

31. IMPLEMENTATION Communication Financial management plan Record keeping
Following original plan

32. Evaluation Assists with reporting Improves future projects
Is based on goals
Is ongoing
Identifies successes

33. District 7610 Guidance Each grant separate on-line app initiated
by a club
Before proceeding, call Grants Chair
Andrew Wade – discuss funding options
Clubs don’t submit grants
Until authorized by DRFC, grant is just a draft
Changes, particularly funding, invalidates
prior authorizations
Clubs must meet reporting deadlines
No deadline for application but check DDF first
If district provides DDF, club must provide some cash!

34. District Grants

35. D7610 District Grant Single block grant
On-line application – never leaves district
One grant per club NTE $2,500
Clubs can partner
Club must contribute 10% of grant amount
Can be local or international
Partnered grants
Lead club submits application, reports and
receives funds
Supporting partners can not apply for an
additional grant

36. Areas of Focus desired but not required
aD7610 District Grant (Cont’d)
Areas of Focus desired but not required
Funds typically received in Jul*
Communication with TRF is by district
Deadlines:
Application – Jun 1
Interim report – Feb 1
Final Report – May 1
Questions – District Grant Chair Carol Foley

37. Scholarships
Global
District

38. Global Scholarships Funded by global grant – meets same criterion
Areas of Focus
Must justify and need TRF $15,000 match
Recipient studies at foreign institution
Studies are graduate level
Managed in 7610 by Chair Ted Hussar
Requires:
Club approved application
Interview by district committee
Three studying this year

39. District Scholarships
Funded by contingency reserve of block grant
May be at local institution
District policy – use for extraordinary situations
Short fuse
Single semester or term
Vocational focus
Handled by Scholarship Chair – no app deadline
One last year – NVCC student pursuing
nursing certificate

40. Vocational
Training Team

41. Vocational Training Team
Funded by either Global or District grant – depends
on justification and need for TRF match
Managed by VTT Chair Michelle Peters
Common VTT – one-way team sent by the district
to a foreign country to train the trainer
No restrictions on team members or length of stay
D7610 first – 2014 Global funded VTT to Swaziland - Project Michelo
2016 – new grant to go back

42. District and Global Grants - Summary
District Grant:
Supports Mission of the Rotary Foundation
No minimum budget
Short-term impact
Can support scholars pursuing any level of study, locally or internationally
Active Rotarian involvement
Adheres to grant terms and conditions
Global Grant:
Supports an area of focus
Minimum budget of US$30,000
Long-term sustainable impact
Can support scholars pursuing graduate-level study internationally
Active Rotarian involvement
Adheres to the grant terms and conditions
Sustainable
Measurable outcome

43. Oversight and
Reporting

44. Grant 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

45. Financial Management Plan
Bank account for funds
Distributing funds
Use checks/bank cards to track funds
Detailed ledger
Comply with local laws

46. DOCUMENT RETENTION Can be electronic Provide access for transparency
Retain for a minimum of five years
Make copies (backup)

47. REPORTING REQUIREMENTS
Verifies grants were managed properly
Provides valuable data for your club, partners, and Rotary

48. 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

49. GLOBAL GRANT REPORTS Your global grant report should include:
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

50. Qualification Requirements
To be eligible to receive Rotary
Foundation Funds, a club must:
Attend a grant management seminar
Submit signed club MOU
Submit a signed district MOU
addendum
Stewardship controls in place
Current reporting on past grants
Current on RI and district dues

51. TERMS OF QUALIFICATION
Valid for one year
Appoint a club member or committee to
manage club qualification
Implement and follow the club MOU
Fully implement stewardship practices to prevent misuse of funds
Use grant funds properly
Disclose conflicts of interest
Cooperate with all audits

52. Questions? PDG Travis White Foundation Stewardship Chair
Rotary Club of West Springfield

53. Contacts DRFC – PDG Juanita Cawley, (drfc7610@cox.net)
Stewardship - PDG Travis White,
Global Grants – Andrew Wade
District Grants - Carol Foley
Scholarship – Ted W Hussar
Vocational Training Team – Michelle Peters )

54. Thank You!

55. CONFLICT OF INTEREST
Exists when a Rotarian benefits financially or personally from a grant
Benefit can be direct to a Rotarian or indirect to an associate of the Rotarian
CONFLICT OF INTEREST