1. Grant Management Seminar 1 District 7870 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 TRF Requirements Attend a grant management seminar Agree to club memorandum of understanding and submit signed MOU to district District 7870 Additional Requirements History of giving to the Rotary Foundation Have a registered Club Foundation Chair Attend District Foundation Dinner & Present

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 Learning Objectives Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

10. Grant Management Seminar 10 Successful Grant Projects Real community needs Frequent partner communication Implementation plan Sustainable Proper stewardship of funds

11. Grant Management Seminar 11 Needs Assessment Base project on the community’s need Assess resources of your club and potential partners Talk to the community

12. Grant Management Seminar 12 Partners RI Convention Project fairs LinkedIn Matchinggrants.org/global International meetings Rotary Showcase / Facebook Present & Past District Governors

13. Grant Management Seminar 13 Project Planning Form a three-person grant committee Assign roles Implementation plan Budget Contingency plan Document retention plan

14. Grant Management Seminar 14 Creating a Budget Realistic Competitive bidding Reasonable prices Disclose conflicts of interest

15. Grant Management Seminar Minimum Grant Size $15,000 World Fund Contribution DDF Only (Scholarship, VTT, or District Sponsored Global Grant) DDF$15,000 World Fund Match$15,000 Total Grant$30,000 Club Sponsored 7870 1:1 DDF Match Club$10,000 DDF Match$10,000 WF Match of DDF$10,000 WF Match of Club $5,000 Total Grant$35,000

16. Grant Management Seminar 16 Setting Goals Measurable Sustainable Qualitative (descriptive) Quantitative (numeric)

17. Grant Management Seminar 17 Setting Goals Gather baseline data Set goals Determine method of measurement

18. Grant Management Seminar 18 Learning Objectives Identify best practices for designing a project Develop a plan to implement your project Understand how to create measurable goals

19. Grant Management Seminar 19 Session 2 Applying for and Implementing a Grant

20. Grant Management Seminar 20 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

21. Grant Management Seminar Rotary Foundation Grants District grants Global grants Packaged grants 21

22. Grant Management Seminar 22 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

23. Grant Management Seminar 23 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

24. Grant Management Seminar 24 Sustainable Projects Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

25. Grant Management Seminar Global Grant First Steps 25

26. Grant Management Seminar 26 Application

27. Grant Management Seminar 27 Global Grant Financing DDF matched 100% with World Fund Rotarian cash contributions matched 50% with World Fund Non-Rotarian cash contributions

28. Grant Management Seminar 28 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

29. Grant Management Seminar 29 Implementation Communication Financial management plan Recordkeeping Following original plan

30. Grant Management Seminar 30 Evaluation Assists with reporting Improves future projects Based on goals Ongoing process Identifies successes

31. Grant Management Seminar 31 Learning Objectives Write a successful grant application Understand grant financing Discuss the importance of evaluation

32. Grant Management Seminar 32 Session 3 Oversight and Reporting

33. Grant Management Seminar 33 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

34. Grant Management Seminar 34 Financial Management Plan Bank account for funds Distributing funds Use checks/bank cards to track funds Detailed ledger Include local laws

35. Grant Management Seminar 35 Resources Document retention worksheet Financial management plan worksheet Transferring custody of a bank account More on Rotary.org

36. Grant Management Seminar 36 Document Retention Provide access Maintain a copy of club qualification and grant documents on District Website Retain for a minimum of five years Make copies

37. Grant Management Seminar 37 District Grant Reports >

38. Grant Management Seminar 38 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

39. Grant Management Seminar 39 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

40. Grant Management Seminar 40 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)

41. Grant Management Seminar 41 Learning Objectives Identify best practices for managing funds and record keeping Identify which documents need to be retained Understand reporting requirements

42. Grant Management Seminar 42 Session 4 Qualification

43. Grant Management Seminar 43 Learning Objectives Understand qualification requirements Manage your club’s qualification

44. Grant Management Seminar 44 Qualification Requirements Attend a grant management seminar Submit signed club MOU >

45. Grant Management Seminar 45 Maintaining Qualification Follow terms of club MOU Appoint club member/committee to manage club qualification Fully implement stewardship practices to prevent misuse of funds

46. Grant Management Seminar 46 Learning Objectives Understand qualification requirements Manage club qualification

47. Grant Management Seminar 47 Thank you