1. Future Vision Rotary Grants Program
District Grants Training Seminars
August-September 2013

2. Still about Rotary Service …
Doing good in the world ...
Future Vision Grants Training D-6940

3. New model of Rotary grant-making based on transformative charity
Future Vision Started July 1, 2013
What is Future Vision?
New model of Rotary grant-making based on transformative charity
Future Vision Grants Training D-6940

4. Why Future Vision? For Rotary Foundation Centennial
Support TRF as evolving organization
Growth in Rotary grant activity
Relevance in philanthropic world
Incorporate feedback from Pilot
Sustainability, Significance, Simplification
Future Vision Grants Training D-6940

5. Doing Good in the World TRF Motto and Mission
… to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.
Future Vision Grants Training D-6940

6. District Grants Global Grants Packaged Grants
New TRF Grants
District Grants
Global Grants
Packaged Grants
Future Vision Grants Training D-6940

7. Grant Types in Future Vision
District Grants
Local & regional service projects
Ambassadorial Scholarships
Group Study Exchange (GSE)
Address community need
Local Disaster recovery
Done by Rotarian volunteers
Fund limited travel
Global Grants
International service projects
Advanced Scholars linked to Grants
Vocational Training Team (VTT)
TRF Areas of Focus
Large-scale Disaster Recovery
Structured Volunteer service
Fund travel, training, infrastructure
Future Vision Grants Training D-6940

8. Future Vision Funding Model
ANNUAL PROGRAMS FUND
50%
50%
SHARE
District Control
Trustee Control
District Designated Fund
World Fund
Other (Cash, DAF, Endowment)
50% (max)
50% (min)
District Grants
Global Grants (World Fund match
Future Vision Grants Training D-6940

9. District
Grants

10. District Grants Replace old DSG – District Simplified Grants
Club-sponsored projects with modest budget
No Rotary partners required
No World Fund match – only DDF and cash
Can be local or international project
Consistent with Rotary mission & guidelines
Payment released as reimbursement for activity
Future Vision Grants Training D-6940

11. District Grants Address community need or problem
Done in one year or less
Hands-on Rotarian service
New “home” for GSE-type activity
Avoid repeat projects  look for impact
Handout: Model District Grant Application
Future Vision Grants Training D-6940

12. District Grant Projects: Examples
Snacks and for after-school tutoring program.
Send Shelter Boxes to Florida hurricane site.
Food for school backpack nutrition project.
Build playground for daycare center serving children with special needs.
Cultural or friendship exchange between Rotarians in two districts, similar to GSE.
Future Vision Grants Training D-6940

13. Global
Grants

14. Global Grants Global Grants replace Matching Grants
Club-sponsored international service projects
Led by Rotary partners in 2 countries
Must relate to Rotary Area of Focus
Require active Rotarian participation
Larger timeline and grant amounts
Minimum budget for GG project is $30,000
Measurable impact, Sustainable outcomes
Future Vision Grants Training D-6940

15. TRF Focus Areas for Grants
Peace and Conflict Resolution
Disease Prevention and Treatment
Water and Sanitation Access
Maternal & Child Health and Welfare
Basic Education and Literacy
Economic & Community Development
Future Vision Grants Training D-6940

16. Global Grant Projects: Examples
Water & Sanitation: Help residents rural villagers build latrines & hand-washing sinks and get hygiene education.
Global Scholar: Help Florida scholar earn civil engineering degree to work on water & sanitation projects.
Disease Prevention: Purchase malaria treatment supplies and manuals for prevention education for Kenya clinic.
Education & Literacy: Send training team from FSU College of Education to Guatemala to demonstrate literacy teaching methods for adults with no formal education. .
Future Vision Grants Training D-6940

17. Who’s Who in a Global Grant
Host Partner: club or district in project country
International Partner: club or district outside site
Both Partners have a Project Committee
Both Partners make funding contributions (cash and DDF)
Both Partners responsible for reporting
Partner club (or district) must be Qualified
Sponsors: clubs or districts that contribute money or volunteers to a project, but are not directly involved in implementation and oversight.
Future Vision Grants Training D-6940

18. Matching vs. Global Grant Comparison
Matching Grant
Global Grant
Buy incubators for hospital
Train staff on equipment
Start community-based classes for new mothers
Offer more pre-natal care
Measure of results and evaluate sustainability
Provide incubators for neo-natal unit at children’s hospital in Panama
Future Vision Grants Training D-6940

19. Matching vs. Global Grant Comparison
Matching Grant
Global Grant
Purchase workbooks and equipment for school
Train teachers for the new program
Develop job placement and apprentice programs
Measure results and evaluate sustainability
Purchase workbooks and equipment for high school vocational training program in Bahamas
Future Vision Grants Training D-6940

20. Global Grant Funding Project sponsored by Qualified clubs or districts
Global Grants funded with DDF and cash contributions from Rotary Partners & Sponsors
Minimum Global Grant budget is $30,000 – half comes from Partners and Sponsors and half from World Fund.
All funding sources must be identified in the application and sponsor payments in hand before work can start.
Future Vision Grants Training D-6940

21. Special Components of Global Grants
Global Grant projects may include:
Rotary Scholarship
Vocational Training Team (VTT)
Expert Travel
We will explain these programs in later training sessions. TRF wants more use of Rotary scholars and Skill Training Exchange in Global Grant projects.
Future Vision Grants Training D-6940

22. Packaged
Grants

23. Packaged Grants Brand new program -- started July 2013.
Collaboration between Rotary and designated humanitarian charities.
Project Plan, Budget, Funding are established (packaged) by TRF.
Opportunities for Rotarians to provide technical training, volunteer labor, special skills.
TRF has approved small number of PG Partners; more in the pipeline.
Future Vision Grants Training D-6940

24. Rotary
Grants
Process

25. Qualification

26. Qualification comes first!
Clubs and Districts must be QUALIFIED to get Rotary Grants under Future Vision.
Qualification ensures proper oversight of projects and financial controls.
Qualification process builds club leadership and involvement in grants.
In D-6940, each club must be Qualified to apply for any Future Vision grants.
Future Vision Grants Training D-6940

27. Club Qualification Process
Club President appoints Grants chair/committee.
Grants chair or club leader completes 4 hours of approved Rotary Grants Training.
Club fulfills TRF requirements for grants training, club assembly, bank account, management plan, record retention plan, etc.
Club president submits signed Memorandum of Understanding (MOU) to District.
Club has no overdue reports on prior projects.
Future Vision Grants Training D-6940

28. Qualification MOU Memorandum of Understanding - MOU
Document confirms club agreement and readiness to manage its grants activity
MOU signed by president and president-elect and submitted April-June
Club Qualification is renewed each year
Ensures accountability and access to records
Handout: Club MOU checklist
Future Vision Grants Training D-6940

29. Creating Your Grant Proposal
Create “dummy” project Proposal.
Future Vision Grants Training D-6940

30. Plan Your Grant Project
Form grant committee
Assign roles and tasks
Set S.M.A.R.T goals
Specific, Measurable, Attainable, Relevant, Timely
Create project budget and timeline
Implementation plan, with contingency
Work on funding and sponsor recruitment
Future Vision Grants Training D-6940

31. Project Plan and Proposal

32. Complete Grant Proposal …
Has Project Committee for both Rotary partners
Defines project activity, budget and timeline
Documents need and local support
Confirms funding and sources
Assigns tasks for Rotarian involvement
Sets specific goals and objectives
Includes monitoring and evaluation plan
Submitted to District Grants Committee for review and approval.
Future Vision Grants Training D-6940

33. Needs Assessment Global Grants require formal Needs Assessment.
Assess problem, solutions, local resources, and what will be done by the Rotary partners.
Assessment usually done by the Host Partner, working with the beneficiary community.
Utilize available resources and research data to make the case for your project.
Beneficiary community must show support for the project and capability to maintain it.
Future Vision Grants Training D-6940

34. Principles of Sustainability
Sustainability is required for Global Grants and recommended for District Grants
Means continued impact after grant ends
Utilize local economic, cultural, social resources
Involve beneficiaries; help them own the project
Seek input from local, grassroots groups
Teach technical and leadership skills
Future Vision Grants Training D-6940

35. Global Grant Funding All Rotary contributions matched by TRF.
Cash contributions matched 50 cents per dollar.
District Designated Funds (DDF) matched dollar for dollar; most valuable!
Cash contributions may come from Rotary clubs or Rotarians. Individual donors get PHF credit.
Non-Rotary cash donations can be matched if they are designated in advance for project and flow through Rotary.
Future Vision Grants Training D-6940

36. Rotary Grant No-Nos
Beneficiaries (non-Rotarians) cannot provide local funds in exchange for receiving grant.
Rotary grant funds cannot be turned over to another organization.
Cannot purchase land or buildings, or do major construction on existing site.
Rotary projects cannot have faith-based or religious goals or activity.
No comingling funds from other grants, Rotary or non-Rotary.
Future Vision Grants Training D-6940

37. Grant Application Process

38. District Grants: Application Process
Jan-Feb
Mar - April
April
May
June
July
Clubs prepare project proposals.
Clubs submit applications for next year
Grants Committee reviews proposals, confirms eligibility, makes recommendations.
SHARE Committee approves grant projects and authorizes DDF funding.
DGE submits District Grants Spending Plan for next year to TRF for approval
District grant projects begin when Qualification & funding in place.
Future Vision Grants Training D-6940

39. Global Grant Application Process
Global Grant applications approved on rolling basis – no deadlines.
New applications submitted from July through May, if DDF funds are available.
Clubs should submit preliminary proposal to Grants Chair for eligibility review.
Applications are done online; reviewed by District Committee and TRF staff.
Approved projects begin when application is approved and all funding is in place.
Future Vision Grants Training D-6940

40. Screenshots: rotary.org Member Access
Future Vision Grants Training D-6940

41. Project Implementation
Future Vision Grants Training D-6940

42. Implementation Process
Communicate with your Partners
Use good financial management
Document what is done  good and bad
Follow the plan, or request revision
Measure impact and Evaluate results
Encourage sustainability by training and educating the beneficiaries
Future Vision Grants Training D-6940

43. Grant Reports - Content
State how Rotary partners were involved
Describe what was done and when
Explain beneficiary training & education
Evaluate impact and measure goal achievement.
Show relevance to Rotary Area of Focus
Document expenditures & fiscal oversight
Feedback from beneficiaries
Future Vision Grants Training D-6940

44. Grant Reports - Frequency
District Grants: Progress Report every 6 months, with Final Report on project completion.
Global Grants: Progress Report 12 months from first payment, and every 12 months through project life cycle. Final Report, with financial records and evaluation, due within 60 days of completion.
Note: Clubs with overdue reports will not be eligible to apply for new grants.
Future Vision Grants Training D-6940

45. Project Evaluation
 Every Global Grant application must include Measurement & Evaluation Plan.  District Grants should include brief plan for Monitoring and Evaluation.
What are the goals & objectives?
What will be evaluated and when?
What measurement methods will be used?
How will corrections be made if evaluation shows problems?
Future Vision Grants Training D-6940

46. Stewardship is accountability for the use of donated funds, shown by:
Provide Stewardship
Stewardship is accountability for the use of donated funds, shown by:
Rotarian supervision of project
Follow established business practices
Report irregularities and address problems
Get approval for changes in plan
Review all financial transactions
Submit timely and complete reports
Future Vision Grants Training D-6940

47. Rotary Grant Management
Future Vision Grants Training D-6940

48. Manage Your Grant
Grant Management is the process of applying good business practices and principles to implementation of a grant project.
Ensures proper financial control, oversight and transparency
Supports fulfillment of project objectives and measurement of results
Provides good stewardship of investor (donor) contributions
Future Vision Grants Training D-6940

49. Grants Management: Reporting
District Grant reports are submitted online, via DACdb website.
Grant Report includes documentation of all income and expenditures for project.
Club president must approve report submission; Grants Chair can handle uploading process.
Club should keep paper records for one year; district reports/records will be retained 5 years.
Report required before payment is issued.
Future Vision Grants Training D-6940

50. Grants Management: Keeping Records
What should clubs retain for Grant Reports?
Project Plan and District Grant Application
Grants bank account statements
Activity reports and photos
Expenditure documentation
Documentation of community contributions
Documentation of Rotarian participation
Final Report
Future Vision Grants Training D-6940

51. District Spending Plan and 2014 Timeline DGE Dave Rauch

52. District Spending Plan
District Governor-elect is responsible for preparing the Annual Spending Plan, which identifies how district will spend its DDF “shares” in the following year.
Spending Plan is based on club & district contributions to TRF from three years ago. Some DDF is allocated for district grants and remainder for global grants.
Future Vision Grants Training D-6940

53. District Spending Plan 2013-14
District Grants
$43,000 DDF
$102,000 impact
24 projects, 38 clubs
3 international
Avg. grant $1750
Global Grants
$100,000 avail. DDF
8 projects in progress
12-14 clubs
$500,000 impact
Work on 4 continents
Focus: Water, Sanitation, Health, Literacy, Jobs, Camp
Future Vision Grants Training D-6940

54. 6940 Grants Planning for 2014
NOTE THAT ALL DATES USED IN THIS TRAINING SESSION ARE TENTATIVE AND MAY BE ADJUSTED AS WE MOVE INTO 2014.
Dates are provided now to assist you with club planning. Final grant activity deadlines will be announced in December.
Future Vision Grants Training D-6940

55. 6940 District Grant Timeline for 2014
Jan 2 – Feb 28 Mar 1 – Apr 16 Apr 16 – 30 May 9-10 May 30 June 30 July 1 July 15
Clubs plan district grant projects
Clubs submit applications online
District Grants Committee review
SHARE Committee review & approval
District Grants Plan submitted to TRF
TRF approves District Grants Plan
District Grants confirmed w/Qualification
District Grant activity may start
Future Vision Grants Training D-6940

56. District SHARE Committee
Recommends DDF Allocation Plan and approves District Grant awards.
Members of District SHARE committee:
District Governor District Governor-elect
District Governor-nominee District Foundation Chair
5 Club Representatives
(Top 32Clubs in Total Giving, Top 3 Clubs in Per Capita Giving)
ex officio: Stewardship Committee Chair, District Grants Chair
Future Vision Grants Training D-6940

57. District Contacts about Grants
Foundation Chair
Grants Chair
Audit Committee Chair
Governor-elect
John Tice Christine Isham John Kuykendall Dave Rauch
Future Vision Grants Training D-6940

58. SUMMARY What Did YOU Learn Today?

59. Rotary Grants in Future Vision
District Grants – similar to DSG
Global Grants – replace Matching Grants
Packaged Grants – new concept
More district decisions and control
More club responsibility & accountability
More options for local and worldwide service
Results-based philanthropy by Rotarians
Future Vision Grants Training D-6940

60. What’s Different about Future Vision Grants?
Streamlined grant-making process to address Rotarian-identified needs in world communities.
New process and timeline, with district handling more project approval & funds distribution.
Clubs must be Grants Qualified and develop their own project proposals and grant applications.
Allocation of DDF to clubs via revenue-sharing is replaced with district-wide spending plan.
Requires strategic (future) planning of projects.
Future Vision Grants Training D-6940

61. Learn More about Rotary Grants
What if I Can’t Remember What I Learned Today, or Need More Information about Future Vision Grants?
You can find our Grant Training program, worksheets, and forms on DACbd website. Log in and click the “FILES” tab. Then, open “secure files” under Future Vision Training.
More TRF training resources under “Future Vision” tab.
Future Vision Grants Training D-6940

62. DACdb Screenshots
Future Vision Grants Training D-6940

63. DACdb Screenshots
Future Vision Grants Training D-6940

64. How to submit District Grant Info Online
Go to DACdb website
Log in and Click GRANTS tab at top
Open Club Grant Dashboard on left
Review pending Grant – with Eye icon
Edit existing Grant – with Pencil icon
Finish Application & Submit Authorization
Use “New Request” tab to start Application
Future Vision Grants Training D-6940

65. DACdb Screenshots
Future Vision Grants Training D-6940

66. DACdb Screenshots
Future Vision Grants Training D-6940

67. DACdb Screenshots
Future Vision Grants Training D-6940

68. Grants Training Session is Done!
Future Vision Grants Training D-6940