DISTRICT 7600

GRANTS MANAGEMENT

SEMINAR

2019-2020

Purpose

Overview and Team Roster

District Grants 101

Global Grant Basics

Question and Answer Session

2

THE ROTARY FOUNDATION

GRANT MODEL

GLOBAL

Humanitarian Grants

VOCATIONAL TRAINING TEAMs (VTT)

SCHOLARS

DISTRICT

D7600 ROTARY FOUNDATION GRANTS

TEAM for 2019-2020

PDG Stephen Beer, DRFC Chair

PDG Bill Pollard, DRFC Treasurer

Audit Chair Don Vaught

Programs/Grants Chair – Rudy

Garcia

District Grants – Shel Douglas,

Lee Harris and Sigur Whitaker

Global Grants – Rudy Garcia,

Adeeb Hamzy & Paul Peter, Ray

Spencer

Scholars – Mike Little

BEFORE APPLYING FOR A 2019-

2020 DISTRICT GRANT, HEED THE

ADVICE OUR AUDITOR, DON

VAUGHT

START AT THE END:PRIOR TO APPLYING FOR A NEW GRANT, MAKE

SURE YOUR CLUB HAS CLOSED OUT THE 2018-

19 GRANT. TO DO THIS, YOU SHOULD HAVE:

Copy of the Grant Application

Copies of checks

Copies of invoices and receipts

Other documentation

Photos and videos

District Grant Final Closeout

At the very beginning, start an electronic file:

Copy of the Grant Application

Copies of checks

Copies of invoices and receipts

Other documentation

Photos and videos

Close out as soon as the funds are expended

Don’t wait until May 1, no new applications accepted

Don’t limit to one member, keep others involved

Go out and do good in the community

Questions: don.r.vaught@gmail.com 804-440-9114

What is a District Grant?

Small scale, short-term activities

that address needs in your

communities and abroad.

Same areas of focus as global grants.

In D7600, limit is $5,000 per club or

five club aggregate of $25,000.

Where Does the District

Designated Funds (“DDF”) Come

From?

1. The DDF comes from the money the

District contributed to the Rotary

Foundation (TRF) three years ago (2016-

17)

2. 50% of the District’s contributions made

three years ago are returned to District

7600 as DDF.

3. Up to 50% of the DDF can be allocated by

District 7600 for District Grants.

What it Looks Like for the

2019-2020 Rotary Year

1. During the 2016-17 Rotary Year, District

7600 contributed $613,749.10 to TRF.

2. Consequently, District 7600 will have

access to DDF in the amount of

$306,874.55

3. Therefore, District 7600 will be able to

fund District Grants in the approximate

amount of $153,437.27 (an increase of

$9,397.97 from 2018-19).

Foundation Donation Flow

$

613,749.10 in Rotary 2016-17

$ 306,874.55

$

2017 2018 2019

50% to World Fund50% to District Designated Fund

$ 306,874.55

At least ½ to Global Grants

$ 153,437.27$ 153,437.27

Up to ½ to District Grants(No TRF Match)

Matches 1:1 DDF $and 50% of cash $

How Does a District get

access to the DDF?

1. The District solicits applications from the Clubs.

2. The Clubs submit the applications for District

Grants no later than May 15th.

3. The District Rotary Grants Committee approves

all or part of the submitted grants.

4. The District creates a Spending Plan that must be

approved by TRF.

5. Once approved by TRF, the District Grant funds

are released to the District as a block.

6. District 7600 disperses the funds pursuant to the

approved Spending Plan.

What Each Club Must Do to

Obtain a District Grant

A. Each Club must execute a

Memorandum of Understanding

(“MOU”) AND upload the executed

MOU to DACdb

B. Have at least one club member

attend a Grants Management

Seminar (“GMS”)

C. The 2019-2020 Club President

(current PE) must submit the club’s

2019-2020 Foundation Goals in

Rotary Club Central by May 1,

2019.

What Each Club Must Do to

Obtain a District Grant Con’t

D. Develop A Project

E. Apply for the Grant through the

Grants Module on DACdb.

District Grants Dos and Don’ts A. Do plan a budget :

1. $5,000 limit per club/10% buy-in

2. $25,000 for joint projects/5 club max

3. Use Zero-based budgets and be sure to include

estimates/documentation of requested

expenses

B. Do target a project within the six areas of focus.

C. Do make it a project that is sustainable

D. Do not start the Project before TRF approves the

District Spending Plan– generally around August 1

E. Do complete final reports and maintain records

for five (5) years

F. Publicity, publicity, publicity!

G. No repeat projects!

The TOP 5 “TAKE-AWAYS”:

No “MOU” – No Deal!

NO GMS-NO DEAL! ATTEND AT

LEAST ONE OF TWO GRANT

MANAGEMENT SEMINARS (3/26 or

4/20)

GOALS NOT ENTERED BY MAY 1?

NO DEAL!

The application deadline is a hard

deadline and it is in 25 days!!

Pave the way for your successor by

timely completing all reports for

2018-2019 grants – DUE MAY 1,

2019!

WAIT…WHAT? MY

CLUB’S

FOUNDATION

GOALS MUST BE

ENTERED BY MAY

1?

How to Report your Foundation Goals on My Rotary

Navigate to

Goals

1

How to Report your Foundation Goals on My Rotary

2

Find your club

in the drop

down list

Make sure the

appropriate

year is listed

EDIT

Click edit to see the list

of Foundation Goals

Foundation Goals on My Rotary- DUE by MAY 1st

3

Identify your

club goals

for all 5

Foundation

Goals

SAVE

Be sure to Save

Questions & Answers

It’s your turn!!!!

GLOBAL GRANTS – Features

and Emphasis

Longer Term Projects Aligned with the Areas of Focus

Flexibility – for example a Humanitarian Project

coupled with a VTT or Scholarship

Larger Grant Minimums:

World Fund Match -- $15K

Total Project – A $30k Minimum

Emphasis on Sustainability and Measurability

Options: Club and/or District Developed

On-Line Application Process

“Rolling” Continual Cycle with No Deadline

Allow 1-2 Person Travel to Implement a Grant if Host Confirms Skill Set is Not Available Locally.

WHAT DO GLOBAL GRANTS FUND?

• SCHOLARSHIPS

•HUMANITARIAN

PROJECTS

•VOCATIONAL

TRAINING TEAMS

LET’S TALK ABOUT

SCHOLARS

Presented by

Mike Little, Past President Rotary Club of

Richmond

Rotary Peace Scholar Sub-Committee Chair

A Story of Two Successful

Candidates

Zoe Romano Studying in Latin

America sponsored by the South Richmond Rotary Club

Basic Education and Literacy

2016-17

Club matched $15,000 remainder of $15,000 supported by District World Funds

Ross Wood

Completed Masters

Degree at Bradford

University-UK, sponsored

by Rotary Club of

Norfolk

Peace and Conflict

Resolution 2015-16

Fellowship paid entirely

by Rotary Foundation

$30,000

Want to offer a Global

Scholarship?(Global Grant Scholar program follows same process as any Global

Grant)

Rotary clubs can apply to The Rotary Foundation for district and

global grants to support scholarships.

Global grants are for graduate students studying abroad in a program

with one of Rotary’s six causes:

• Promoting peace

• Fighting disease

• Providing clean water, sanitation, and hygiene

• Saving mothers and children

• Supporting education

• Growing local economies

Recruiting Qualified

Candidates

District grants sponsor graduate students

studying overseas

Students must be accepted by university

prior to applying for scholarship

Candidate must find local Rotary Club to

sponsor them and a Rotary Club sponsor

in their city/country of study

Funding for Global Scholar

Scholarships are funded using cash

and/or District Designated Funds

matched by the RI World Fund

Program Procedures –Global

Grant Scholarship

The Scholarship Committee arranges

interview with applicant to determine

eligibility .

The Committee Chair informs sponsoring

club and the applicant of the decision.

If recommended, the sponsoring club

completes and submits the application to

The Rotary Foundation.

What is the Peace Fellowship

Program?

The Rotary Foundation’s goal is to

promote world understanding and peace.

It supports and advances research and

teachings to promote peace

It inspires people to work for a culture of

peace and tolerance

Peace Fellow Host

Institutions

Chulalongkorn University, Bangkok, Thailand

Duke University and Univ. of North Carolina, USA

International Christian University, Tokyo, Japan

Universidad del Salvador, Buenos Aires, Argentina

University of Bradford, West Yorkshire, England

University of Queensland, Brisbane, Australia

Uppsala University, Uppsala, Sweden

Peace Fellow Target Group

and Eligibility

Candidate must be endorsed by their local Rotary

Club and District 7600

Eligibility:

A strong commitment to international

understanding and peace

Exceptional professional and academic

achievements and personal and community

service activities

Proficiency in a second language

Strong leadership skills

Application & Interview

Process

Rigorous online application process

Must wait six months to one year

before studies for certificate or

Masters degree

Program Deadlines

Global Scholar Program completed application deadline

June 30, 2019 to District 7600

(Contact: Chuck Arnason chuck@indieplacefarm.com)

Peace Scholar Fellow application and club sponsorship

May 1st, 2019

(Contact: Mike Little mwlittle@vcu.edu)

AND NOW…THE REST OF THE

STORY

HUMANITARIAN GRANTS AND

VTT

GLOBAL GRANTS - Basics

Host and International Partners Required

Rotarian Participation Emphasized

World Fund Match is $1:1 match of DDF and

$.50/1 of Club (Cash)Contributions

Record Retention of Closed Grants:

Remains 5 years

D7600 and its Clubs will use “Cloud” Storage

Reporting -- Progress Reports each 12 months for Grant life; Final within 2 months of completion

Areas of Focus

46

Peace & conflict prevention/resolution

Disease prevention and treatment

Water and sanitation

Maternal and child health

Basic education and literacy

Economic & community development

Stewardship and

Qualification

Stewardship

The trustees rely on the integrity of the clubs

and Rotarians engaged in project to ensure

that funds are used effectively for the

purpose for which they were given.

Stewardship

Stewardship is the responsible

management and oversight of grant funds,

including:

Standard business practices

Rotarian supervision and engagement

Three member committee for life of

project

Records retention and review

Reporting of irregularities or conflicts

of interest

Timely submission of reports

49

ANNUAL GRANT QUALIFICATION

DISTRICT MUST COMPLETE THE DISTRICT MOU

FOR TRF ANNUALLY: CURRENT DG, DG-ELECT &

FOUNDATION CHAIR

CLUBS MUST COMPLETE THE CLUB MOU FOR

DISTRICT ANNUALLY: PRESIDENT-ELECT &

HIS/HER SUCCESSOR***

CLUB REPRESENTATIVE(S) ASSOCIATED WITH

THE GRANT MUST ATTEND A DISTRICT GRANTS

MANAGEMENT SEMINAR

CLUB MUST BE CURRENT ON ALL GRANTS

REPORTING AND/OR CLOSEOUT

Annual Qualification Requirements

Attend a Grant Management Seminar

Submit & adhere to MOU signed by PE and

PE- Nominee.

Be familiar with TRF Terms & Conditions

Club must be current on all grants reports

requirements.

Club must be current on all Rotary and

District financial obligations.

Required for both global & district grants

51

How do you fund a Global

Grant?

General Rules:

Clubs sponsor Global Grants (District does not)

Consider different money pots>

Club $$, District $$, TRF matching $$,

Global Grant = $30,000 or more to have impact

Club needs at least ½ of that amount = $15,000.

District can help with District Designated Funds (DDF)

Funds are matched by TRF (Club $1 = 50 cents; DDF $1

= $1)

Win-win philosophy > Think

‘Skin in the game’, DDF leverage

BUDGET BUILDING*Remember the World Fund $15,000 floor thus

the$30,000 grant minimum

*Maximize use of DDF but also plan on use of club

funds

*Start with the cost of the Need not a “Want” to

spend; i.e objective driven

*Build bottom up with competitive pro-forma

estimates

*Consider local procured resources where ever

possible

*10% for contingencies allowed

*World Fund requests over $50k have added

requirements

Reporting Requirements

Progress reports at least every twelve months for

the life of the grant

Final report due within two months of

completion

Primary report responsibility noted in

application; usually sponsor with banking

responsibility

70% Compliance or District may be suspended

from further grants

Records retained by club for transfer to D7600

“cloud” for 5 years after TRF closure

Needs Assessment & Sustainability

Clubs and districts that apply for a global grant to support a humanitarian

project or a vocational training team will be asked to conduct a community

assessment first and include the results in their grant application.

The process of doing the assessment helps you build valuable relationships

and encourages community members to participate in making and

maintaining improvements. The results of the assessment will give you a

better understanding of the community’s strengths, weaknesses, and

potential, so you and the community can plan the best possible project and

get results that last. Important points and tips:

You can use district grant funds to cover the costs of conducting the

assessment.

Rotary’s Community Assessment Tools offers instructions for several

assessment methods, including community meetings, surveys, interviews, and

focus groups.

Needs Assessment

START WITH THE COMMUNITY TO UNDERSTAND THEIR

NEEDS

CONSIDER LOCAL VALUES & CULTURE TO BEST ALIGN THE

PROJECT

ENCOURAGE LOCAL OWNERSHIP WITH KEY LOCALS

PROVIDE TRAINING FOR USERS

BUY LOCAL

SEEK LOCAL FUNDING AND BUY-IN

ESTABLISH MEASURES OF SUCCESS BASED ON DESIRED

OUTCOMES

Right Host Club?

▪ Can trust & friendship be built?

▪ Is there a Rotarian willing to visit the target host country?

▪ Can you build a personal relationship with the Host? With a reputable Cooperating Organization?

▪ Do both clubs have an engaged 3 member committee for the life of the project?

▪ Is there a reliable means of information exchange with host? With the cooperating organization when needed?

▪ How can clubs participate? Host? International?

Right Project Site?

▪ Do you have a Rotarian with ties or expertise with project site?

▪ Site close enough for hands-on work? Or if not

▪ How is the host club engaged?

▪ Will the project make a difference?

▪ Do you have local community buy-in?

▪ Does a potential established cooperating organization exist in host area? And what working association can be established?

SUSTAINABILITY

To build the capacity to maintain

the desired outcome for a longer-

term to meet the need of a

beneficiary after grant funds have

been expended.

• Start with the community

• Encourage Local Ownership

• Provide Training

• Buy Local

• Find Local Funding

• Measure your success

SIX STEPS TO SUSTAINABILITY

Vocational Training Teams

VTT

GLOBAL VOCATIONAL TRAINING TEAM (VTT)

APPLICATION PROCESS & CRITERIA THE SAME (AREA OF FOCUS,

SUSTAINABILITY, HOST & INTERNATIONAL PARTNERS,

STEWARDSHIP AND REPORTING, ETC)

OBJECTIVE IS TO BUILD TEAM CAPABILITY OR TO USE TEAM

EXPERTISE TO TRAIN OTHERS WITH EYE TO BENEFITING THE

COMMUNITY. CAN LINK TO HUMANATARIAN PROJECT

THE $30k THRESHOLD WITH WORLD FUND MATCH APPLY; PAYS

FOR BOTH TEAM ACTIVITIES & MEMBER EXPENSES

TEAM OF AT LEAST 3 MEMBERS WITH 2 YEARS WORK

EXPERIENCE IN THE AREA OF FOCUS ; NO AGE RESTRICTIONS;

“SAVVY” ROTARIAN LEADER

ALL TEAM MEMBERS SUBMIT INDIVIDUAL APPLICATIONS AS

GRANT APPLICATION SUPPLEMENTS

DETAILED BY DAY ITINERARY ATTACHMENT REQUIRED

LENGTH OF VTT VISIT DETERMINED BY SPONSORS; SETTINGS IN

HOSPITALS, COLLEGES, COMPANIES WITH VARIOUS HOSTINGS

ExampleThe Williamsburg Club, in conjunction with the Rotary Club of Kigali-Gasabo participated in a VTT to train Emergency Medical Services workers in Rwanda. This project developed and implemented context-specific curricula on management of medical, obstetric, pediatric and trauma emergencies and evaluated the project through an electronic prehospital data registry. Training certifications were awarded to newly trained pre-hospital staff in the capital city of Kigali, Rwanda and at the five Provincial hospitals in the country to ensure high quality care. A cadre of course instructors will be created in Rwanda to facilitate conduct of these courses in the future which will ensure the sustainability of the project will result within the country.

Links to InformationGlobal Grant Guide

https://www.rotary.org/myrotary/en/document/guide-global-grants

Global Grant Application Template

https://www.rotary.org/myrotary/en/document/global-grant-application-

template

Terms and Conditions for Grants

https://www.rotary.org/myrotary/en/document/terms-and-conditions-rotary-

foundation-district-grants-and-global-grants

Useful LinksRotary Global Grants website

https://www.rotary.org/myrotary/en/take-action/apply-grants/global-grants