Future Vision Rotary Grants Program

1. Future VisionRotary Grants Program District 6940 Grants Training Seminars August-September 2013

2. Still about Rotary Service … Doing good in the world ... Future Vision Grants Training D-6940

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

4. Why Future Vision? • For Rotary Foundation Centennial • Support TRF as evolving organization • Growth in Rotary grant activity • Relevance in philanthropic world • Incorporate feedback from Pilot • Sustainability, Significance, Simplification Future Vision Grants Training D-6940

5. TRF Motto and Mission 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

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

7. Grant Types in Future Vision • District Grants • Local & regional service projects • Ambassadorial Scholarships • Group Study Exchange (GSE) • Address community need • Local Disaster recovery • Done by Rotarian volunteers • Fund limited travel • Global Grants • International service projects • Advanced Scholars linked to Grants • Vocational Training Team (VTT) • TRF Areas of Focus • Large-scale Disaster Recovery • Structured Volunteer service • Fund travel, training, infrastructure Future Vision Grants Training D-6940

8. Future Vision Funding Model ANNUAL PROGRAMS FUND 50% 50% SHARE District Control Trustee Control District Designated Fund World Fund Other (Cash, DAF, Endowment) 50% (max) 50% (min) District Grants Global Grants(World Fund match Future Vision Grants Training D-6940

9. District Grants

10. District Grants • Replace old DSG – District Simplified Grants • Club-sponsored projects with modest budget • No Rotary partners required • No World Fund match – only DDF and cash • Can be local or international project • Consistent with Rotary mission & guidelines • Payment released as reimbursement for activity Future Vision Grants Training D-6940

11. District Grants • Address community need or problem • Done in one year or less • Hands-on Rotarian service • New “home” for GSE-type activity • Avoid repeat projects  look for impact • Handout: Model District Grant Application Future Vision Grants Training D-6940

12. District Grant Projects: Examples • Snacks and for after-school tutoring program. • Send Shelter Boxes to Florida hurricane site. • Food for school backpack nutrition project. • Build playground for daycare center serving children with special needs. • Cultural or friendship exchange between Rotarians in two districts, similar to GSE. Future Vision Grants Training D-6940

13. Global Grants

14. Global Grants • Global Grants replace Matching Grants • Club-sponsored international service projects • Led by Rotary partners in2 countries • Must relate to Rotary Area of Focus • Require active Rotarian participation • Larger timelineand grant amounts • Minimum budget for GG project is $30,000 • Measurable impact, Sustainable outcomes Future Vision Grants Training D-6940

15. TRF Focus Areas for Grants • Peace and Conflict Resolution • Disease Prevention and Treatment • Water and Sanitation Access • Maternal & Child Health and Welfare • Basic Education and Literacy • Economic &Community Development Future Vision Grants Training D-6940

16. Global Grant Projects: Examples • Water & Sanitation: Help residents rural villagers build latrines & hand-washing sinks and get hygiene education. • Global Scholar: Help Florida scholar earn civil engineering degree to work on water & sanitation projects. • Disease Prevention: Purchase malaria treatment supplies and manuals for prevention education for Kenya clinic. • Education & Literacy: Send training team from FSU College of Education to Guatemala to demonstrate literacy teaching methods for adults with no formal education. Future Vision Grants Training D-6940

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

18. Matching vs. Global Grant Comparison Matching Grant Global Grant Buy incubators for hospital Train staff on equipment Start community-based classes for new mothers Offer more pre-natal care Measure of results and evaluate sustainability • Provide incubators for neo-natal unit at children’s hospital in Panama Future Vision Grants Training D-6940

19. Matching vs. Global Grant Comparison Matching Grant Global Grant Purchase workbooks and equipment for school Train teachers for the new program Develop job placement and apprentice programs Measure results and evaluate sustainability • Purchase workbooks and equipment for high school vocational training program in Bahamas Future Vision Grants Training D-6940

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

21. Special Components of Global Grants • Global Grant projects may include: • Rotary Scholarship • Vocational Training Team (VTT) • Expert Travel We will explain these programs in later training sessions. TRF wants more use of Rotary scholars and Skill Training Exchange in Global Grant projects. Future Vision Grants Training D-6940

22. Packaged Grants

23. Packaged Grants • Brand new program -- started July 2013. • Collaboration between Rotary and designated humanitarian charities. • Project Plan, Budget, Funding are established (packaged) by TRF. • Opportunities for Rotarians to provide technical training, volunteer labor, special skills. • TRF has approved small number of PG Partners; more in the pipeline. Future Vision Grants Training D-6940

24. Rotary Grants Process

25. Qualification

26. 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, each club must be Qualified to apply for any Future Vision grants. Future Vision Grants Training D-6940

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

28. Qualification MOU • Document confirms club agreement and readiness to manage its grants activity • MOU signed by president and president-elect and submitted April-June • Club Qualification is renewed each year • Ensures accountability and access to records • Handout: Club MOU checklist Memorandum of Understanding - MOU Future Vision Grants Training D-6940

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

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

31. Project Plan and Proposal

32. Complete Grant Proposal … • Has Project Committee for both Rotary partners • Defines project activity, budget and timeline • Documents need and local support • Confirms funding and sources • Assigns tasks for Rotarian involvement • Sets specific goals and objectives • Includes monitoring and evaluation plan • Submitted to District Grants Committee for review and approval. Future Vision Grants Training D-6940

33. Needs Assessment • Global Grants require formal Needs Assessment. • Assess problem, solutions, local resources, and what will be done by the Rotary partners. • Assessment usually done by the Host Partner, working with the 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 • Means continued impact after grant ends • Utilize local economic, cultural, social resources • 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 Funding • All Rotary contributions matched by TRF. • Cash contributions matched 50 cents per dollar. • District Designated Funds (DDF) matched dollar for dollar; most valuable! • Cash contributions may come from Rotary clubs or Rotarians. Individual donors get PHF credit. • Non-Rotary cash donations can be matched if they are designated in advance for project and flow through Rotary. Future Vision Grants Training D-6940

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

37. Grant Application Process

38. District Grants: Application Process • Clubs prepare project proposals. • Clubs submit applications for next year • Grants Committee reviews proposals, confirms eligibility, makes recommendations. • SHARE Committee approves grant projects and authorizes DDF funding. • DGE submits District Grants Spending Plan for next year to TRF for approval • District grant projects begin when Qualification & funding in place. Jan-Feb Mar - April April May June July Future Vision Grants Training D-6940

39. Global Grant Application Process • Global Grant applications approved on rolling basis – no deadlines. • New applications submitted from July through May, if DDF funds are available. • Clubs should submit preliminary proposal to Grants Chair for eligibility review. • Applications are done online; reviewed by District Committee and TRF staff. • Approved projects begin when application is approved and all funding is in place. Future Vision Grants Training D-6940

40. Screenshots: rotary.org Member Access Future Vision Grants Training D-6940

41. Project Implementation Future Vision Grants Training D-6940

42. Implementation Process • Communicate with your Partners • Use good financial management • Document what is done  good and bad • Follow the plan, or request revision • Measure impact and Evaluate results • Encourage sustainability by training and educating the beneficiaries Future Vision Grants Training D-6940

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

44. 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 60 days 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

45. Project Evaluation  Every Global Grant application mustinclude Measurement & Evaluation Plan. District Grants should include brief plan for Monitoring and Evaluation. • 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

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

47. Rotary Grant Management Future Vision Grants Training D-6940

48. Manage Your Grant Grant Management is the process of applying good business practices and principles to implementation of 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

49. Grants Management: Reporting • District Grant reports are submitted online, via DACdb website. • Grant Report includes documentation of all income and expenditures for project. • Club president must approve report submission; Grants Chair can handle uploading process. • Club should keep paper records for one year; district reports/records will be retained 5 years. • Report required before payment is issued. Future Vision Grants Training D-6940

50. Grants Management: Keeping Records What should clubs retain for Grant Reports? Project Plan and District Grant Application Grants bank account statements Activity reports and photos Expenditure documentation Documentation of community contributions Documentation of Rotarian participation Final Report Future Vision Grants Training D-6940