1. Grant Management Seminar Session 2 1 Session 2 Applying for and Implementing a Grant 10/12/2013

2. Grant Management Seminar Session 2 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation Understand basic District 5240 policies and procedures for District & Global Grants 10/12/2013 2

3. Grant Management Seminar Session 2 Rotary Foundation Grants District grants Global grants Packaged grants 3 10/12/2013

4. Grant Management Seminar Session 2 4 Applying for Global Grants Apply online through My Rotary www.rotary.org in accordance with our district’s Policies and Procedureswww.rotary.org Meet goals of area of focus Be sustainable Involve Rotary clubs in two districts Minimum TRF match of $15,000 District confirms club is qualified 10/12/2013

5. Grant Management Seminar Session 2 5 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 10/12/2013

6. Grant Management Seminar Session 2 10/12/2013 6 RESPONDING TO CONFLICT

7. Grant Management Seminar Session 2 10/12/2013 7 PREVENTING CONFLICT/BUILDING PEACE

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18. Grant Management Seminar Session 2 10/12/2013 18 Rotary Showcase You can feature your projects or look for ideas at www.rotary.orgwww.rotary.org Project contacts: Heather N. Frankle, Simi Sunrise

19. Grant Management Seminar Session 2 19 Sustainable Projects Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended 10/12/2013

20. Grant Management Seminar Session 2 Budget Goals of the Project Preliminary budget Three separate bids or quotes Conflict of Interest 10/12/13 20

21. Grant Management Seminar Session 2 21 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian cash contributions 10/12/2013

22. Grant Management Seminar Session 2 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 International Partner = 30% of all contributions to a Global Grant 10/12/2013 22

23. Grant Management Seminar Session 2 23 Implementation Communication Financial management plan Recordkeeping Following original plan 10/12/2013

24. Grant Management Seminar Session 2 24 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes 10/12/2013

25. Grant Management Seminar Session 2 On-Line Tutorials 25 10/12/2013 Accessing Rotary’s Online Grant Application System Global Grants 1: Starting an Application and Adding Primary Contacts Global Grants 2: Area of Focus and Participant Sections Global Grants 3: Budget and Finance Sections Global Grants: Authorizing Your Grant Global Grants: Preparing Your Grant For Payment District Grants: Starting, Editing, and Submitting a Grant After your Global Grant Application is approved by the District 5240 Grants Subcommittee, you will submit to TRF using the online system in My Rotary. The tutorials listed below are accessible from the D5240 website.

26. Grant Management Seminar Session 2 District 5240 Global Grant Policies 2014-15 Introduction and Overview How were decisions reached? Will there be changes next year? 26 10/12/2013

27. Grant Management Seminar Session 2 Financing a D-5240 Global Grant Minimum Financing Model Minimum Global Grant = $35,000 Cash$10,000 DDF $10,000 TRF Match $ 5,000TRF Match$10,000 Total $15,000Total$20,000 Total Grant$35,000 Total TRF $15,000 27 10/12/2013

28. Grant Management Seminar Session 2 How Will Clubs Get DDF? Maximum of $15,000 DDF per Global Grant No allocation of DDF based on APF Giving Benefits: Enables both large and small clubs to sponsor Global Grants Avoids requiring clubs to contribute cash in excess of $15,000 for each Global Grant Promotes collaboration to aggregate minimum cash contribution 28 10/12/2013

29. Grant Management Seminar Session 2 Submitting a Global Grant Starting NOW! Global Grants can be written on-line through My Rotary at any time Global Grants that are written through My Rotary can be saved as a PDF at any time D-5240 Global Grants Committee will review your grant drafts at any time TRF will not approve a grant until D-5240 reviews it and approves it D-5240 will approve grants 4 times per year: Aug. 15, Nov. 15, Feb. 15 and May 15 10/12/2013 29

30. Grant Management Seminar Session 2 Obtaining DDF for Your Global Grant The total amount of DDF available for Global Grants will be divided into 4 equal parts and made available 4 times per year corresponding to the grant committee approval dates. If the requests for DDF exceed the amount of DDF available in any given quarter, grants will be evaluated by the Global Grants Committee on a merit basis with emphasis on beneficiary involvement, sustainability, and implementation planning. If there is enough DDF, grants will be approved without merit evaluation. If your grant is not approved for DDF you can reapply during any of the future dates that the committee will meet for grant approval. If DDF for any quarter is unused it will be rolled over to the next quarter. 10/12/2013 30

31. Grant Management Seminar Session 2 If You Have Questions 10/12/2013 31 WATCH FOR EMAILS ANNOUNCING FUTURE WEBINARS, SEMINARS AND UPDATES ASK THE REGIONAL REPRESENTATIVES ON THE GLOBAL GRANTS COMMITTEE FOR HELP SEND AN EMAIL TO JANET NAPIER janetnapier@cox.net OR HEATHER FRANKLE hfrankle@earthlink.nethfrankle@earthlink.net

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33. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Gerry Porter, District Rotary Foundation ( DRF) District Grants Coordinator 2014-2015 gporter909@gmail.com Cell (909) 744-2013 10/12/2013 33

34. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Grant Model - District Grants have greater flexibility than the old District Simplified Grants… District Grants fund short-term projects and activities either local or international, that support the Foundations mission. Examples are humanitarian and service projects, community beautification, scholarships, and vocational training teams relating to the project/mission. The Grant Model now allows: Scholarships with no restrictions on the level (secondary, university, or graduate), length, location (local or international), or area of study. Service travel and disaster recovery efforts. Vocational training teams for both domestic and international travel, rotary and non-rotary countries. 34 10/12/2013

35. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 District Grants must : Relate to the mission of The Rotary Foundation. Comply with all policies and procedures of The Rotary Foundation and District 5240. Include the active participation of Rotarians. Adhere to the governing laws of the U.S. and the country where the activity is taking place and not harm individuals or entities. Demonstrate sensitivity towards host country’s culture. Only fund activities that have been approved in advance. Comply with the District Conflict of Interest Policy. Complete all required paperwork in a timely fashion. Will still be reimbursement grants. 35 10/12/2013

36. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Clubs must be qualified in accordance with TRF and D5240 Policies. Qualification procedures will be covered in Session 4 today. Non-qualified clubs can participate but cannot sponsor or submit a grant application. The District can earmark up to 50% of District Designated Funds (DDF) to District Grants. 36 10/12/2013

37. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 District Grants will be allocated to the Clubs according to the District Allocation Process, based on individual Club contributions to the Annual Programs Fund for the preceding 3 year period. The minimum allocation will be $500. The District will match the Club contribution (District 5240 Clubs only) $ for $ up to the Club’s allocation for the 2014-2015 Rotary Year. There is no limit on the dollar amounts on individual District Grants. Clubs can use their allocation in any manner they choose within the Terms and Conditions prescribed by TRF and District 5240. Clubs may combine their allocation with other Clubs in any manner they wish with no limitations. There is no TRF match for District Grants. District Grants are not required to be within the Six Areas of Focus. 37 10/12/2013

38. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 VERY IMPORTANT: Although applications for District Grants may be submitted from January 15 to March 31 for approval - CLUBS MAY NOT IMPLEMENT, PURCHASE OR PAY FOR ANYTHING ON A PROJECT UNTIL JULY 1 OF THE NEW ROTARY YEAR. Remember, in order to be reimbursed you may not begin a 2014-2015 project until after June 30. 38 10/12/2013

39. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 District Grants must be submitted in advance of the Rotary year. For the Rotary year beginning July 1, 2014, grant applications can be submitted beginning January 15, 2014 and continuing through March 31, 2014. District Grant applications submitted during this period will be based on the individual Club allocations and will be “protected” within the Terms and Conditions of TRF and District 5240. If there are District Grant funds available after the March 31, 2014 deadline, Clubs can submit additional DG applications for funding on a first-come, first served basis, as follows: Up to $1,000 per Club: Up to $1,500 for 2 or more Clubs. All District Grant applications must be submitted by April 30, 2014. 39 10/12/2013

40. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Reimbursement: A check for the approved amount of the District Match to the sponsoring Club will be sent only after the Final Report has been received and approved. Non-sponsoring Clubs shall be reimbursed by the Sponsor Club. Only expenditures which were approved prior to the start of the project will be reimbursed. Any changes must be approved in advance by the District Grants Committee. 40 10/12/2013

41. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Review Process The review process is the same as last year. District Grants Subcommittee Chair Janet Napier will review the application and pass it on to the District Grants Committee for review and approval. Our job is to help you succeed, so we will do everything in our power to help you develop your application to approval. 10/12/2013 41

42. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Examples of District 5240 Grants from 2013-2014: “Reading by Nine”, books donated to K-3 Title 1 School. Funding immunizations for local Communicable Disease Center. Structural repairs to Health Clinic in Nicaragua involving 3 D5240 Clubs. Bathroom addition for youth camp involving 2 clubs. Midwife Training for Nomadic Midwives in Niger involving 10 clubs. Mobile Medical Unit in Tibet involving 11 clubs. Coffee Truck for foster youth program involving 6 clubs. 42 10/12/2013

43. Grant Management Seminar Session 2 District 5240 District Grant Policies 2014-15 Examples of new possible projects under the current Terms and Conditions for District Grants: Scholarships for all grade levels. Sponsoring project discovery team to review an existing project or plan new projects, both domestic and international. Supporting projects in non-Rotary countries. All District Grant applications must be submitted in PDF format to the District Grants Subcommittee Chair, Janet Napier. Her email is: janetnapier@cox.net. 43 10/12/2013

44. Grant Management Seminar Session 2 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation Understand basic District 5240 policies and procedures for District & Global Grants 10/12/2013 44