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GRANT MANAGEMENT SEMINAR

Learn how to manage Rotary grants, stewardship expectations, and prepare clubs to implement the MOU to qualify for grant funds. Understand Rotary Foundation grants and successful grant project strategies. Join us to enhance your grants management skills.

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GRANT MANAGEMENT SEMINAR

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  1. GRANT MANAGEMENT SEMINAR DISTRICT 5320

  2. PURPOSE • Understand how to manage a Rotary grant • Learn STEWARDSHIP expectations • Prepare clubs to implement the MOU • Qualify clubs to receive grant funds

  3. GRANTS ARE FUNDED WITH “DDF” • District Designated Funds • Contributed to The Rotary Foundation Annual Fund 3 years ago • Invested by The Rotary Foundation • Returned to clubs in the form of grants

  4. ROTARY FOUNDATION GRANTS • District grants • Global grants

  5. OVERVIEW OF ROTARY GRANTS • More decision-making power at the club and district levels • Two types: global grants and district grants • Simplified leadership structures • Flexible DDF and scholarships • Vocational training teams

  6. GRANTS MANAGEMENT Ensures that projects • Have proper financial controls • Adhere to technical standards • Meet the needs of beneficiaries • Fulfill their objectives • Safeguard funds

  7. SESSION 1 DESIGNING AND IMPLEMENTING A PROJECT

  8. LEARNING OBJECTIVES • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals • Discuss the importance of evaluation

  9. SUCCESSFUL GRANT PROJECTS • Meet community needs • Have measurable outcomes • May involve a partner • Have an implementationplan • Maintain proper stewardship of funds

  10. NEEDS ASSESSMENT • Base projects on communities’ needs • Determine whatresources your club and potential partners have • Talk to the community

  11. DISTRICT GRANT PARTNERS • District Conference • Project fairs • LinkedIn • Facebook • Community events • Other Rotary clubs • Local nonprofit organizations • Local schools

  12. PROJECT PLANNING • Form a three-person grant committee • Assign roles • Make an implementation plan • Establish a budget • Have a contingency plan • Have a document retention plan

  13. CREATING A BUDGET • Realistic • Competitive bidding • Reasonable prices • Disclose conflicts of interest

  14. DISCLOSING CONFLICTS OF INTEREST A conflict of interest: • Exists when a Rotarian benefits financially or personally from a grant • Might directly or indirectly benefit to a Rotarian • Must be disclosed

  15. SETTING GOALS • Measurable • Qualitative • Quantitative • Gather baseline data • Determine method of measurement

  16. IMPLEMENTATION • Communication • Financial management plan • Record keeping • Following original plan

  17. EVALUATION • Assists with reporting • Improves future projects • Is based on goals • Is ongoing • Identifies successes

  18. LEARNING OBJECTIVES • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals • Discuss the importance of evaluation

  19. SESSION 2 APPLYING FOR A DISTRICT GRANT

  20. LEARNING OBJECTIVES • Ability to write a successful grant application • Understand grant financing

  21. DISTRICT GRANT REQUIREMENTS • Rotarian involvement • Hands on projects – not check writing • Short term – detail project dates • MUST be completed within the Rotary year • No money spent until grant is approved by The Rotary Foundation

  22. APPLYING FOR DISTRICT GRANTS • Easy new form! • Online application process • http:/www.matchinggrants.org/district • Minimum total budget of US$3,000 • District qualifies club

  23. DISTRICT GRANT FINANCING • Minimum budget for a district grant is US$3,000 • Club Contributions matched 100% with DDF up to the Club’s DDF allocation

  24. DISTRICT GRANT QUALIFICATION • Club must be current on District and RI dues • Club must be current on reporting of District and Global Grants and previous Matching Grants • Club must have 2 Rotarians attend a Grant Management Seminar • Club must sign District MOU

  25. DISTRICT GRANTS FIRST STEPS District Grant Application

  26. ONLINE APPLICATION @ matchinggrants.org

  27. APPLICATION

  28. DISTRICT GRANT TIMELINE 2015-2016 • NOW! Submit applications online • May 15 2015-2016 Project reports due online – Final or Progress • June 15 District Grant Applications deadline • June 15-30 Final Review of grants by committee • July 13 District Grant Awards announced • Aug. 1–June 30 Projects completed

  29. LEARNING OBJECTIVES • Ability to write a successful grant application • Understand grant financing

  30. SESSION 3 OVERSIGHT AND REPORTING

  31. LEARNING OBJECTIVES • Identify best practices for managing funds and record keeping • Identify which documents need to be retained • Understand reporting requirements

  32. STEWARDSHIP Stewardship is the responsible management and oversight of grant funds, including: • Reporting any irregularities • Rotarian supervision • Financial records review • Oversight of funds • Timely submission of reports

  33. FINANCIAL MANAGEMENT PLAN • Bank account for funds • Distributing funds • Use checks or bank cards to track funds • Detailed ledger

  34. DOCUMENT RETENTION • Provide access to documents for transparency • Retain for a minimum of five years • www.matchinggrants.org/district

  35. REPORTING REQUIREMENTS Reporting: • Verifies grants were managed properly • Provides valuable data for your club, partners, and Rotary

  36. DISTRICT GRANT REPORTS • Report form is available on District website • Progress or Final report due May 15 • Final Report due within 2 months of completion of project

  37. LEARNING OBJECTIVES • Identify best practices for managing funds and record keeping • Identify which documents need to be retained • Understand reporting requirements

  38. SESSION 4 QUALIFICATION

  39. LEARNING OBJECTIVES • Understand qualification requirements • Understand how to manage your club’s qualification process

  40. QUALIFICATION REQUIREMENTS • Attend a grant management seminar • Submit signed club MOU

  41. TERMS OF QUALIFICATION • Valid for one year • Club responsible for grant funds • Disclose conflicts of interest • Cooperate with all audits • Use grant funds properly • Implement the club MOU

  42. MAINTAINING QUALIFICATION • Follow terms of club MOU • Appoint a club member or committee to manage club qualification • Fully implement stewardship practices to prevent misuse of funds

  43. DISTRICT GRANT MOU SIGNING • WHO SHOULD SIGN THE DISTRICT MOU? • Clubs that will apply for a District Grant for only a local community-based project only. • District MOU must be signed by President Elect (2016-2017) and Project Chair

  44. LEARNING OBJECTIVES • Understand qualification requirements • Understand how to manage your club’s qualification process

  45. BREAK District MOU Signing NEXT SESSION: GLOBAL GRANTS

  46. SESSION 5 APPLYING FOR AND IMPLEMENTING A GLOBAL GRANT

  47. LEARNING OBJECTIVES • Review lifecycle of a successful project • Understand the concept of sustainability • Learn to write a successful global grant application • Understand grant financing • Qualify your club

  48. APPLYING FOR GLOBAL GRANTS • Online application process • Meet goals of area of focus • Are sustainable • Involve Rotary clubs in two districts/countries • Minimum total budget of US$30,000 • District confirms club is qualified

  49. 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

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