Future Vision: Introduction to the New Rotary Grants Program

1. Future Vision:Introduction to the New Rotary Grants Program District 6940 Grants Training Session 1: August 2012

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

3. Why Future Vision? • For Rotary Foundation Centennial • Support TRF as evolving organization • Recognize growth in Rotary grant activity • Increase relevance in philanthropic world • Incorporate Rotarian feedback - Pilot • Sustainability, Significance, Simplification Future Vision Grants Training D-6940

4. TRF Mission and Motto Doing Good in the World … 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

5. Rotary Areas of Focus Goodwill and Peace 1. Peace and Conflict Resolution Health 2. Disease Prevention and Treatment 3. Water and Sanitation 4. Maternal & Child Health Education • Basic Education and Literacy Alleviation of Poverty 6. Economicand Community Development Future Vision Grants Training D-6940

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

7. Grant Project Types in Future Vision • District Grants • Local & Regional service projects • Ambassadorial Scholarships • Group Study Exchange (GSE) • Address identified needs • Disaster Recovery • Incorporate volunteer service • Fund travel and training • Global Grants • International service projects • Global Grant Scholarships • Vocational Training Teams (VTT) • Linked to Areas of Focus • Disaster Recovery • Volunteer service in Packaged Grants • Fund travel, training, infrastructure Future Vision Grants Training D-6940

8. Future Vision Funding Model ANNUAL PROGRAMS FUND 50% 50% SHARE District Controlled Trustees Controlled District Designated Fund World Fund Other (Cash, DAF, Permanent Fund) 50% (max) 50% (min) District Grants Global Grants(World Fund match to DDF and cash) Future Vision Grants Training D-6940

9. District Grants

10. District Grants • Replace old DSG – District Simplified Grants • Club-sponsored projects with modest budgets • Rotary partners not required • No World Fund match – DDF and club cash • Can be multi-year project, local or international • Consistent with Rotary mission & guidelines • Payment released before project activity begins • Could lead to Global grant project in future Future Vision Grants Training D-6940

11. District Grant Projects EXAMPLES: District Grant Projects • Snacks, supplies, software for after-school tutoring program. • Send Shelter Boxes to Florida disaster site. • Food supplies for backpack nutrition project at rural school serving low-income children. • Build new playground for daycare center serving children with special needs. • Cultural or vocational exchange between Rotarians in two districts, similar to GSE. Future Vision Grants Training D-6940

12. Global Grants

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

14. Global Grant Projects EXAMPLES of Global Grant Projects • Water & Sanitation: Enable residents in rural area to build latrines with hand-washing sinks and get hygiene education. • Global Scholar: Help Florida scholar earn water engineering degree, so he/she can work on sanitation project. • Disease Prevention: Purchase malaria treatment supplies (nets, drugs) for health clinic in Kenya and provide manuals for malaria prevention education. • Education & Literacy: Send training team from FSU College of Education to Guatemala to demonstrate new teaching methods for working adults with no formal education. Future Vision Grants Training D-6940

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

16. Matching vs. Global Grant Comparison Matching Grant Global Grant Incubators for hospital Staff training on equipment Community-based classes for new mothers Access to pre-natal care Measure of results and evaluate sustainability • Incubators for neo-natal unit at children’s hospital Future Vision Grants Training D-6940

17. Matching vs. Global Grant Comparison Matching Grant Global Grant Provide workbooks and equipment for school Identify & train teachers for the new program Develop job placement and apprenticeship programs Measure results and evaluate sustainability • Purchase workbooks and equipment for high school vocational training program in metal fabrication and repair Future Vision Grants Training D-6940

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

19. Special Components of Global Grants • Global Grant projects may include: • Rotary Scholarship • Vocational Training Team (VTT) We’ll learn about these programs in later Training sessions. TRF would like to see more integration of grant projects with Rotary scholars and teaching job and technical skills to beneficiaries. Future Vision Grants Training D-6940

20. Packaged Grants

21. Packaged Grants • Brand new program -- starts July 2013. • Collaboration between Rotary and other humanitarian charities. • Project Plan, Budget, Funding established (packaged) by TRF. • Opportunity to contribute Technical Training, Volunteer Activity, Special Skills. • TRF has approved small number of PG Partners; more in the pipeline. Future Vision Grants Training D-6940

22. Grants Management Process

23. Qualification

24. 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, every club must be Qualified to apply for Future Vision grants. Future Vision Grants Training D-6940

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

26. Qualification MOU • Document confirms club willingness and readiness to manage its grants activity • MOU signed by president and president-elect each year • Ensures accountability and access to records • Club Qualification period: Dec 2012- June 2013 • Handout: Review Club MOU checklist Memorandum of Understanding - MOU Future Vision Grants Training D-6940

27. Managing Grants Future Vision Grants Training D-6940

28. Manage Your Grant Grants Management is the process of applying established business management practices and principles to 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

29. Provide Stewardship Stewardship is accountability for the use of donated funds. • Rotarian supervision of the project • Follow established business practices • Report irregularities and address problems • Get approval for revision/change in plan • Review all financial transactions • Submit timely and complete reports Future Vision Grants Training D-6940

30. Creating Your Grant Proposal Future Vision Grants Training D-6940

31. Project Plan and Proposal

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

33. Needs Assessment • Global Grants require formal Needs Assessment. • Assess problem, solutions, local resources, and what is needed from the Rotary partners. • Usually done by the Host Partner, working with 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 • Continued impact after grant funds are expended • Utilize local economic, cultural, social resource • 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 Financing • All Rotary contributions matched by TRF. • Cash contributions matched 50 cents for each dollar. • District Designated Funds (DDF) matched dollar for dollar – most valuable! • Cash contributions come from Rotary clubs or Rotarians. Individual donors get PHF credit. • Contributions from non-Rotary collaborators are not matched – unless they flow through Rotary. Future Vision Grants Training D-6940

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

37. Application Process

38. Global Grant Application Process • Clubs submit preliminary proposal to Grants Chair for eligibility review. • Clubs submit full proposal to District Grants Committee. • Grants Committee reviews all club proposals, confirms Qualification, and makes recommendations. • SHARE Committee approves grant projects and authorizes funding. • With District approval, clubs complete TRF online form. • Approved projects begin in July or when all funding is in place. Feb-March March-April April April-May May-June July Future Vision Grants Training D-6940

39. District Grant Application Process • Clubs submit preliminary proposal to Grants Chair for eligibility review. • Clubs submit full proposal to District Grants Committee. • Grants Committee reviews all club proposals, confirms Qualification, and makes recommendations. • SHARE Committee approves grant projects and authorizes funding. • DGE announces approved Grants Plan for the next Rotary year. • Approved projects begin in July or when all funding is in place. Feb-March March-April April April-May May-June July Future Vision Grants Training D-6940

40. Project Implementation Future Vision Grants Training D-6940

41. Implementation Process • Communicate with your Partner • Practice good financial management • Document what is done, good and bad • Follow the plan or request revision • Measure impact and results • Encourage sustainability with training and education of beneficiaries Future Vision Grants Training D-6940

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

43. Grant Reports - Frequency 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 2 months of completion. District Grants: Progress Report every 6 months, with Final Report on project completion. Note: Clubs with overdue reports will not be eligible to apply for new grants. Future Vision Grants Training D-6940

44. Evaluation  Every Global Grant application mustinclude Measurement & Evaluation Plan. District Grants should include a plan for Monitoring and Evaluation, with less detail. • 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

45. SUMMARY What Did We Learn Today?

46. Rotary Grants in Future Vision District Grants – similar to DSG Global Grants – replace Matching Grants Packaged Grants – new concept • 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

47. Dual grants system for this year Future Vision starts July 1, 2013 Until then, we work on the “old” Rotary Grants program with DSGs and Matching Grants. Future Vision Grants Training D-6940

48. 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 project approval & funds distribution. • Clubs must Qualify and develop project proposals and grant applications. • Allocation of DDF via revenue-sharing is replaced with district-wide spending plan. • Requires strategic (future) planning of projects. Future Vision Grants Training D-6940

49. It’s Still about Rotary Service … Doing good in the world ... Future Vision Grants Training D-6940

50. A Complete Grant Proposal … • Identifies Project Committee for both Partners • Defines project activity, budget and timeline • Documents need and local support • Confirms funding and sources • Assigns tasks with Rotarian involvement • Sets specific goals and objectives • Includes monitoring and evaluation plan • Is presented by Qualified Club to District Grants Committee for review and approval. Future Vision Grants Training D-6940