Last Modified 5 May 2010
Change History
CLUB QUALIFICATION
Q. What is the qualification process for a club?
CREATING A GRANT
Finding a project to support or to lead
Q. How can our club find a project to do?
Assessing a potential partner Club
What should we look our for in a potential partner Club?
Q. Do all Clubs participating in a Global Grant have to be qualified?
How do I find out if a potential partner has overdue grant reports?
Defining the Project
Q. We need some help in writing a Grant Proposal or a Grant Application. What kind of support do you provide?
Q. What are the Areas of Focus, and does our grant have to focus on one of the areas?
Q. Our club cannot afford much for Global Grants. What is the minimum size project we can do?
Q. What are Rotary's Principles of Sustainability for Global Grants?
Do you provide a way to calculate the budget and funding for a Grant?
What is "Adopt A Village"?
What is a VTT?
What is microcredit?
What kind of student projects are there?
Submitting a Proposal
Q. Do I enter my Proposal on the District Website or the Rotary International Website?
Q. I used the Worksheet to create my Proposal. How do I get that onto the District or Global Grants website? Do I have to re-enter everything?
Q. Does the District approve Club-developed Global Grant Proposals before they go to TRF, or vice versa?
What signatures are needed on a Proposal?
Submitting an Application
How do I submit an Application?
Q. Is it better for the Host or International Club to manage the project account and make the financial reports?
What signatures are neeed on an Application?
What bank information do I need to provide?
Getting the project funded
Where should the pledges be sent, and how?
Several clubs have pledged to our project. Should we collect the pledges ourselves?
Executing the Project
When can we start spending money on the project?
Q. When are Global Grant reports due?
When are District Grants reports due?
Q. What documents must be retained for District and Global Grants?
GENERAL
Q. Where can I find the reference material I need?
Q. What are the key dates I need to know about?
Q. What are Foundation Mentors?
Q. Who is on the District Rotary Foundation Committee?
Q. What's the difference between a Global Grant Proposal and an Application?
What the difference between District-developed Global Grant and a Club-developed Global Grant?
What is a Packaged Global Grant?
Q. The Memorandum of Understanding talks about opening a bank account for each project. Do we have to do that?
Q. I want to get my [District or Global] Grant Proposal in as early as possible to maximize the chance of getting it accepted. What should I do on what date?
Q. What is the signature process for District Grants?
Q. What is the signature process for Global Grants?
Q. The DDF for our club's Global Grant Proposal has been approved by the District Foundation Committee. What do I do next?
MULTIPLE GRANTS AND USING DDF
Q. How many grants may a club do?
Q. We have budgeted $2,000 cash and $2,000 DDF for a $4,000 District Grant project. Can we use the remaining $2,000 DDF for another District Grant, or for another Club's District Grant?
Q. If a Club does one District Grant on their own and then wishes to support another Club with funds. Is this possible?
Q. Clubs in our area would like to cooperate as they have in the past for Matching Grants, on Club-developed Global Grants. Can they do this?
Q. What is the minimum and maximum District match per club for a local community project?
Q. What is the minimum and maximum DDF match from the District for an "international" grant? What is the minimum and maximum match from TRF?
Q. Under Future Vision, can a grant be both "local" and "international", for example a literacy-dictionary project for our community and Tibet?
NON-FUTURE VISION CLUB ISSUES
Q. If two non-Future Vision partners create a grant and our club puts in a donation of cash. Will TRF match our club with 50% or just the other partners?
Q. What if the District puts in DDF into a non Future Vision project. Would this be matched by TRF?
Q. If matchinggrants.org will be for Future Vision projects, what will the non-Future Vision clubs do?
Q. A non-pilot Rotary district or club, or other organization wants to support a Global Grant that our Rotary club is doing. Can we accept that money and get it matched?
Please send any questions, with or without answers, that you think should be added to this FAQ to John Fistere.
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CREATING A GRANT AND GRANT PROPOSALS
Q. How can our club find a project to do?
For District Grants, ask various community resources and local officials for suggestions. Use http://matchinggrants.org/global [coming soon] to find an international project suitable for a global grant. The most successful project will probably be with Clubs and organizations with whom you already have a relationship. If you choose a project from http://matchinggrants.org/global, you should enter into an email dialog with them, ask for more information, and get a feel for their responsiveness.
Q. Where can I find the reference material I need?
Here are some helpful links:
The Rotary International Future Vision Plan Overview
District 5340 Rotary Foundation News Center - The District's primary collection of useful documents and presentations.
Grant Management Manual - Contains the Proposal questions.
Club Memorandum of Understanding - Needed for Club Qualification.
District and Global Grant Terms and Conditions
Rotary Foundation Global Grants Proposal and Application Checklist - A highly informative guide to preparing Proposals and Applications
District Grant Proposal Worksheet - For optional use to prepare a Proposal for entry into www.matchinggrants.org/district.
Global Grant Proposal Worksheet - For optional use to prepare a Proposal for entry into www.matchinggrants.org/global.
A list of the Future Vision Districts
Areas of Focus - Types of activities that satify the areas
"A Foundation for the Future" - PowerPoint presented at President-elect Training. [Final version]
http://www.matchinggrants.org/district - To submit projects, pledge support, managed District Grant projects.
http://www.matchinggrants.org/global - To find Global Grant projects, enter, edit, and submit Proposals and Applications, enter status updates and reports, and check on project status.
[Please suggest any other links you feel may be useful.]
Q. We need some help in writing a Grant Proposal or a Grant Application. What kind of support do you provide?
Your first resource is your Club's Foundation Mentor. You can find out who your Club's Mentor is by contacting Russ Hanthorn. Also, for District Grants, contact Marge Cole or Philippe Lamoise, and for Global Grants, contact John Fistere or Philippe Lamoise.
Q. What is the qualification requirements for a club?
At least one club member must attend the Grants Management Seminar on March 20, 2010. You can register online at http://www.rotary5340.org.
The President and President-elect read, understands, and sign the Club Memorandum of Understanding.
The Club must be current on District Dues.
The Club must be current on RI Dues.
The Club must be current on all outstanding grant reporting.
Q. Do all Clubs participating in a Global Grant have to be Qualified?
No, only the Primary Host Club and Primary International Club. However, we encourage all clubs to become qualified, in order to promote more understanding of the Future Vision Project Management concepts.
Q. The Memorandum of Understanding talks about opening a bank account for each project. Do we have to do that?
A bank account for a project is required only to receive TRF Global Grant funds. Whichever Primary Club is handling the disbursements is the one that must open the bank account. In the case of a District Grant, there is no requirement for individual clubs to open a project account for their project. However, if a Club is the lead club for a joint District Grant, receiving funds from several clubs, it would be good practice for that club to open a project account.
Q. What are the Areas of Focus, and does our grant have to focus on one of the areas?
Rotary's Areas of Focus are:
Peace and Conflict Prevention/Resolution
Disease Prevention and Treatment
Water and Sanitation
Maternal and Child Health
Basic Education and Literacy
Economic and Community Development
Global Grants must focus on at least one of these areas, while District Grants are encouraged to focus on one or more of these areas.
Q. I want to get my [District or Global] Grant Proposal in as early as possible to maximize the chance of getting it accepted. What should I do on what date?
It is not necessary to get projects in early unless you would like assistance with your Proposal. All Club-developed Global Grant Proposals submitted by May 1, 2010, and approved by TRF, will be considered on an equal basis. If more Club Match DDF is requested than available, selection will be based on merit. You should submit your District Grant Proposal online at http://www.matchinggrants.org/district, and your Global Grant Proposal online at http://www.matchinggrants.org/global. [coming soon]
Q. Do I enter my Proposal on the District Website or the Rotary International Website?
You should submit your District Grant Proposal online at http://www.matchinggrants.org/district, and your Global Grant Proposal online at http://www.matchinggrants.org/global. Your Global Grant proposal will automatically be forwarded to TRF on your request, when you indicate it is ready.
Q. Is it better for the Host or International Club to manage the project account and make the financial reports?
It depends upon the situation. If both Primary Clubs have demonstrated the ability to manage project funds, it is preferred that the Host Club handle the account. If there is doubt about the Host Club's ability to perform its financial responsibilities, the International Club should manage the account.
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Q. Our club cannot afford much for Global Grants. What is the minimum size project we can do?
The total project value must be at least $33,000: $6,000 in Club funds, $12,000 Club Match DDF, and the minimum RI match of $15,000. (50% match for cash, 100% match for DDF.) Clubs may cooperate to raise the $6,000.
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Q. What are the key dates I need to know about?
Saturday, March 20 - District Assembly followed by Grants Management Seminar. Register online at http://www.rotary5340.org.
Saturday, May 1 - Deadline for District Grants and Club-developed Grants submitted to District Office (may be earlier)
Monday, May 31 - All Grants approved and DDF awarded.
Friday, December 31 - All District Grant expenditures must be complete and documentation submitted for reimbursement.
Thursday, March 31, 2011 - District Grant Interim or Final Reports due.
Q. What are Foundation Mentors?
They are Rotarians who have agreed to serve as a resource for Rotary Foundation and Grant issues. Each Mentor serves several clubs. You can find out who your Club's Mentor is by contacting Russ Hanthorn.
Q. What are Rotary's Principles of Sustainability for Global Grants?
The Rotary Foundation’s Principles of Sustainability for Global Grants
(From the Grant Management Manual for Rotary Clubs in Future Vision Pilot Districts, EN-210, page 29)
The Rotary Foundation strongly encourages Rotarians to apply the following principles of sustainability to all projects and activities:
Q. What is the signature process for District Grants?
A District Grant project may be submitted to www.matchinggrants.org/district with only one or some of the participating clubs identified. However, in order to be considered for District 5340 DDF, all of the participating clubs must be identified, the project must be “Fully Pledged”, and the proper electronic signatures must be obtained.
Instructions to start the signature process are displayed on the administration page once the project status is “Fully Pledged”. The signatures required for a District Grant are the Project main contact, Club President, and Club President-elect for each club. If one of these persons is not one of the project partners, he/she must be added by using the form in the second section of the “History Log” tab of the administration page.
Once the signature process has been started, the project cannot be modified, nor can any uploaded supporting documents be changed. If something must be modified, the signature process can be cancelled but it will have to be restarted from the beginning. (Note that additional documents may be uploaded after the signature process begins, and those documents can be removed and modified, but they are not part of the supporting documents covered by the signatures.)
Q. What is the signature process for Global Grants?
There are no signature requirements for submitting Proposals, on either www.matchinggrants.org/global or the RI Grant website. The signatures will be collected electronically on the RI website as part of the Application phase. (You will be invited to submit an Application when your Proposal is approved by The Rotary Foundation (TRF))
Q. I used the Worksheet to create my Proposal. How do I get that onto the District or Global Grants website? Do I have to re-enter everything?
The website was designed for you to create your proposal online, and the Worksheet is an optional document to help in proposal preparation. You can copy and paste sections of the Worksheet into the online Proposal form. Highlight the Worksheet text you want to copy and press Ctrl-C. Go to the corresponding section of the online Proposal and press Ctrl-V.
Q. The DDF for our club's Global Grant Proposal has been approved by the District Foundation Committee. What do I do next?
The orginal plan was for the Proposal to be automatically transmitted to the TRF Future Vision Pilot site. Complexities of the implementation have prevented that so far. So, either the Host or the International Primary Contact for the project should log onto the RI website, click on Member Access, then Future Vision Pilot Site, then My Proposal(s), then Create a new Proposal, and follow the instructions. You will need to copy and paste your answers to the Proposal questions from the District website to the RI website. When you are satisfied with your Proposal, click the Submit button. TRF will review your proposal, and when it is approved, will invite you to submit a formal Application.
To access your Proposal, go to the Global Grants website, click on your project title and click on View Online Proposal Form. To copy text, highlight it and press Ctrl-C. To paste it, press Ctrl-V. You should have the RI window and your Proposal window arranged so you can go easily from one to the other. If you have questions, email John Fistere, District 5340 Global Grants Chair, or Philippe Lamoise, District 5340 Grants Chair.
MULTIPLE GRANTS AND USING DDF
Q. How many grants may a club do?
A Club may do one District Grant, and as many Global Grants as they can afford, actually up to 10. Once clubs reach the maximum DDF match for their club or the project, they can make additional contributions that will still be matched by TRF 50 cents to the dollar.
Q. We have budgeted $2,000 cash and $2,000 DDF for a $4,000 District Grant project. Can we use the remaining $2,000 DDF for another District Grant, or for another Club's District Grant?
No. A club can allocate its Club Match DDF for District Grants to one project only. To accomplish multiple results, a Club, or Clubs, could allocate its DDF to a District Grant project that has multiple actions, but it is not known how that would affect its acceptance by the District Rotary Foundation Committee..
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Q. If a Club does one District Grant on their own and then wishes to support another Club with funds. Is this possible?
Yes, but there will be no DDF match for the contribution. A Club may apply its Matching DDF to one District Grant only. It may lead or participate in other Global Grants, and use available DDF for those projects..
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Q. Clubs in our area would like to cooperate as they have in the past for Matching Grants, on Club-developed Global Grants. Can they do this?
Yes. A Club may be Primary Club for up to ten Global Grant projects open at any time.
Q. Does the District approve Club-developed Global Grant Proposals before they go to TRF, or vice versa?
They will go to TRF for approval first, and then DDF will be allocated to the projects that are approved. If the approved projects require more DDF than is available, an allocation based on merit will be made by the District Rotary Foundation Committee.
Q. Who is on the District Rotary Foundation Committee?
Governor-elect, Dave Breeding
District Rotary Foundation Committee Chair, Pamela Russell
Grants Chair, Philippe Lamoise
District Grants Chair, Marge Cole
Global Grants Chair, John Fistere
Fundraising Chair, Steve Brown
PolioPlus Chair, Richard Coutts
Q. What is the minimum and maximum District match per club for a local community project? Is there a deadline?
These are called District Grants. You can get a maximum of $4,000 District Designated Funds (no minimum) from the District, on a 1 for 1 matching of your Club's contribution. There is no additional matching from TRF on District Grants. The deadline to submit a project is May 1.
Q. What is the minimum and maximum DDF match from the District for an "international" grant? What is the minimum and maximum match from TRF? Is there a deadline?
These are called Global Grants. The District matches Club contributions on a 2:1 basis with a $12,000 maximum per Club and per project (no minimum). TRF matches Club contributions at 50%, and DDF at 100%. The TRF match needs to be at least $15,000 and no more than $200,000. The Proposal deadline to apply for the first round of DDF allocations is May 1. (There may not be a second round.) Then the Proposal needs to be approved by TRF, after which the DDF will be allocated. The next step is the Application, and we recommend that it be submitted by July 1.
Q. Under Future Vision, can a grant be both "local" and "international", for example a literacy-dictionary project for our community and Tibet?
A District Grant can be local, international or both. A Global Grant must be international.
NON-FUTURE VISION CLUB ISSUES
Q. If two non-Future Vision partners create a grant and our club puts in a donation of cash. Will TRF match our club with 50% or just the other partners?
In this scenario there will be no TRF match for your club contribution and no members will get Paul Harris credit for their contribution.
Q. What if the District puts in DDF into a non Future Vision project. Would this be matched by TRF?
Future Vision Pilot Districts may only participate in Future Vision Pilot Projects, so that is not possible.
Q. If matchinggrants.org will be for Future Vision projects, what will the non-Future Vision clubs do?
For the next three years, there will be two lists of projects. One list for pilot districts, one list for non-pilot districts. Clubs should stay in their respective areas.
Q. A non-pilot Rotary district or club, or other organization wants to support a Global Grant that our Rotary club is doing. Can we accept that money and get it matched?
Non-pilot districts, Rotary clubs, and other organizations can donate funds directly to a project in a pilot district. That money will not flow through the Foundation and will not receive a TRF match. The money should be deposited directly to the project account. If, however, a non-pilot district donates a portion of their DDF to a pilot district, that DDF donation can be matched because the donated DDF becomes part of the district's balance to be allocated by the district.GRANT APPLICATIONS
Q. What's the difference between a Global Grant Proposal and an Application?
A Global Grant Proposal is to allow you show that your project has been well-researched, that the local people want the project, will participate, is sustainable, and that an effective needs assessment has been done. The Application (althought we haven't seen the form yet) will likely be to show how well the project is planned, and how its success will be measured, and details of the budget and funding sources. You must have a TRF-approved Proposal before you can submit an Application. For more info check out the Rotary Foundation Global Grants Proposal and Application Checklist.
PROJECT MANAGEMENT AND REPORTING
Q. When are Global Grant reports due?
Interim Reports are due every twelve months following funding of the Grant by RI. The final report is due within two months of completion of project. However, good project management requires that the International Club maintain frequent contact with the Host Club, and be aware project progress and issues that arise.
Q. What documents must be retained for District and Global Grants?
For receipts and documentation requirements, see paragraph 4 in http://www.rotary.org/RIdocuments/en_pdf/fv_club_mou_en.pdf and section VIII in http://www.rotary.org/RIdocuments/en_pdf/fv_grant_terms_conditions_en.pdf. The plan in District 5340 is to have all these receipts and documents uploaded in electronic format on www.matchngingrants.org/district or www.matchinggrants.org/global on your project web page, so that they are accessible the project partners at any time.
Please send any questions, with or without answers, that you think should be added to this FAQ to John Fistere.