Humanitarian Grants Program

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Humanitarian Grants Program
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Humanitarian Grant Standards

• Rotarian participation
• Rotary networks
• Humanitarian needs
• Stewardship

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Rotarian Participation

• Active participation
• Participation from both countries
• Club and district commitment and responsibility

4
Rotary Networks

• Develop stronger Rotary networks
• Cultivate Rotarian, club, and district
  partnerships
• Cultivate relationships with other organizations

5
Humanitarian Needs

• Host Rotarians and community identification of
  needs and project initiation
• Sustainable development
• Involvement of local community and beneficiaries

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Stewardship

• Competent and thorough supervision of the project
• Using funds as approved
• Timely and complete reporting

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Humanitarian Grants Program Updates
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Volunteer Service Grants

• Formerly Individual Grants
• Applications accepted 1 July 2006
• Travel to begin after 1 October 2006
• Revised criteria

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Disaster Recovery

• Master account formed
• Sub-accounts created for disasters
• Committees appointed to oversee use of funds
• Program focused on disaster recovery not disaster
  relief

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Overdue Grant Reporting

• Goal of 100 compliance
• Regular reminders
• Posting of overdue clubs on RI web site
• Termination of overdue clubs
• Suspension of low-reporting districts

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DGSC Certification

• Effective 1 July 2006
• Host or international partner DGSC
• Required to review applications before submission
  to TRF
• Certify accuracy and completeness

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Host Partner Contribution

• Effective 1 July 2006
• US100 minimum host partner contribution for
  Matching Grants
• Greater investment of host partner
• Increased local oversight

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Project Committee

• Effective 1 July 2006
• Project committee of at least three Rotarians
• Host and international
• Lends itself to increased transparency
• Corporate responsibility

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Timelines

• Effective 1 July 2006
• Application complete within six months of receipt
• Payment requirements met within six months of
  approval

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Blane Immunization Grants

• Program ending by 31 December 2007
• Deadline for submitting new applications is 31
  December 2006
• All final reports must be submitted by 31
  December 2007

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How to Create a Viable Humanitarian Project
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Keys to Success

• Project meets real needs of receiving community
• Rotarian, club, district, and community support
  (host and international)
• Proper fiscal oversight
• Effective partnerships and communication
• Project plan with goals and anticipated outcomes

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Steps to Success

• Step One Conduct a needs assessment

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Needs Assessment

• Gather information about a community problem
• Evaluate the clubs and communitys
• Strengths and assets
• Challenges and needs
• Opportunities for projects
• Hindrances to projects

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Steps to Success

• Step One Conduct a needs assessment
• Step Two Develop a partnership and build needed
  networks

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Steps to Success

• Step One Conduct a needs assessment
• Step Two Develop a partnership and build needed
  networks
• Step Three Match community needs with the
  interest and strengths of the partners

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Steps to Success

• Step One Conduct a needs assessment
• Step Two Develop a partnership and build needed
  networks
• Step Three Match community needs with the
  interest and strengths of the sponsors
• Step Four Create a project plan and budget

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Creating a Project Plan

• Cooperative effort of all sponsors
• Purpose of project who, what, where, when and
  how
• Community involvement
• Rotarian participation

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Creating a Budget

• Based on the agreed upon project plan
• Within the means of the sponsors
• Reasonable
• Reflect an appropriate use of funds
• Adhere to TRF eligibility guidelines

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Budget

• A good budget contains
• Items to be purchased
• A description of the purpose, if unclear
• Price of the items
• Corresponding supporting documentation (price
  quote)
• Exchange rate used to determine US value

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Steps to Success

• Step One Conduct a needs assessment
• Step Two Develop a partnership and build needed
  networks
• Step Three Match community needs with the
  interest and strengths of the sponsors
• Step Four Create a project plan and budget
• Step Five Obtain funding

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Funding
Contributions plus the Foundation match
Supporting documentation (price quotes)


Budget
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Cultivating and Sustaining Partnerships and
Communication
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Purpose of Partnership

• Meets Trustee standard of developing Rotary
  networks
• Builds international understanding, goodwill, and
  peace
• Allows Rotarians to learn and share from each
  other
• Strengthens Humanitarian Projects

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Effective Partnership

• Clearly defined responsibilities
• Detailed plan of action
• Clear and open lines of communication
• Knowledgeable and motivated partners
• Mutual respect

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Equitable Partnerships

• International partner does not impose project on
  host partner
• Host partner expects active involvement of
  international partner
• International partner participates in addition to
  providing funds

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How to Find a Partner

• WCS Projects Exchange
• Group Study Exchange
• International meetings
• District conferences
• International travel
• Volunteers

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Effective Communication

• Know project partners
• Anticipate cultural misunderstandings
• Discuss problems openly and freely
• Communicate in a timely manner
• Practice patience and good humor

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Project Committee

• Oversees and implements project
• Reports to board of sponsoring clubs
• Comprised of at least three members (effective 1
  July 2006)

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Committee Members

• Committed
• Experts
• Accessible
• Respected
• Responsive
• Multi-lingual
• Without conflicts of interest

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Primary Contacts

• Must be member of the
• club if club- sponsored
• district if district-sponsored
• Represents the committee
• Should have access to email and fax

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District Simplified Grants
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District Simplified Grants

• Utilize a portion of the districts DDF
• 20 of DDF
• 1 grant per district per Rotary year
• Humanitarian Endeavors
• Local community
• International service
• Direct Rotarian involvement

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Policies and Guidelines

• Adherence to standard grant policies
• Respect wishes of receiving community

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Rotarian Involvement

• Community needs assessment
• Project committee
• Project implementation
• Liaison with community leaders and beneficiaries
• Project promotion

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Request Procedure

• Districts are strongly encouraged to submit
  requests in year prior to funds being spent
• Requests accepted 1 July 31 March
• Requests approved 1 August 15 May

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Request Form

• Amount requested
• DRFC chair and DGE authorization
• Payee Information (bank account)

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Payment Procedure

• Payment released at start of Rotary year
• 50 rule
• Maximum of two paid open grants

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Grants Over US25,000

• Payment made in installments based upon a
  spending plan
• Subsequent payments released after progress
  reports are received
• Publicity plan required prior to payment
• Annual independent financial review

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Report Content

• Cumulative, District-level information
• Statement of income and expense
• Bank statement
• Individual project reports

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Individual Project Report

• Narrative statement about beneficiaries
• Itemized list of expenditures
• Detailed description of project
• Description of Rotarian involvement

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Matching Grants
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Matching Grants

• Address humanitarian conditions that benefit a
  community in need
• Direct Rotarian involvement
• Match at least two countries (host and
  international)
• 11 match for DDF and 0.51 match for cash
  contributions

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Matching Grant Types

• Matching Grants
• Award US 5,000 - 25,000
• Competitive Matching Grants
• Award US 25,001 - 150,000

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Competitive Grants

• Community needs assessment
• Publicity and spending plan
• Annual independent financial review

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Policies and Guidelines

• Adherence to Terms and Conditions of Matching
  Grant Award
• Must be humanitarian project
• Project must benefit a community in need

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Rotarian Involvement

• Communicate with partners for life of project
• Establish committees to oversee project
• Plan and implement project jointly
• Visit project site
• Submit reports to TRF
• Ensure proper stewardship of grant funds

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Application Procedure
1 July 31 March Applications accepted
1 August 15 May Applications approved
1 January 1 August Competitive Matching Grant application deadline
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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

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Report Content

• Project accomplishments
• Rotarian involvement
• Information on the beneficiary
• Statement of income and expenses
• Bank statement

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Volunteer Service Grants
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Volunteer Service Grants

• Support international travel (individual or
  group)
• Direct service
• Planning projects
• Host and international partners
• Minimum stay
• 5 days for planning projects
• 10 days for direct service
• Maximum stay 60 days

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Volunteer Service Grants

• Flat grant award
• US3,000 for individual travel
• US6,000 for group travel
• Maximum of two grants awarded to individual
  volunteer per Rotary year
• Project site may receive only one grant at a time
  (3 days overlap)

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Participant Qualifications

• Active Rotarians and spouses
• Eligibility
• Defined community need
• Need that can be met by traveler
• Skills and experience of traveler not available
  locally

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Policies and Guidelines

• Adherence to standard grant policies
• Compliance with TRF travel insurance policies
• Eligible budget items
• Economy class airfare
• Minimal daily living expenses
• Ancillary expenses
• Remaining funds spent on project costs

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Application Timeline

• Applications accepted on rolling basis
• Received 3 months prior to departure
• Approved 2 months prior to departure

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Role of Host Club

• Invite applicant
• Confirm need for skill/assistance
• Organize meetings with local officials
• Visit or volunteer at project
• Provide home hosting

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Role of International Club

• Endorse applicant
• Communicate with host Rotarians
• Publicize project

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Reporting Procedures

• Traveler submits final report upon return
• Host club submits post-service evaluation

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Health, Hunger and Humanity(3-H) Grants
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Philosophy of 3-H

• Give them a fish and they eat for a day.
• Teach them to fish and they eat for a lifetime.

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Program Requirements

• Improve health
• Alleviate hunger
• Enhance human and social development
• Advance international understanding, goodwill and
  peace

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Program Requirements

• Long-term, self-help benefits
• Integrative approach
• 2-4 years
• Previous Matching Grant partnership
• US100,000 - 300,000 award
• 10 minimum contribution

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Program Requirements

• Community needs assessment
• Rotarian support and participation
• Beneficiary participation

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Integrative Approach

• Components of integrative approach
• Training
• Community participation
• Capacity building
• Technical expertise
• Equipment and materials

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Rotarian Involvement

• Work with community to design and implement
  project
• Participate in project activities
• Liaise with government officials
• Visit project site
• Control project funds
• Publicize project

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Beneficiary Participation

• Assist with project design
• Attend training sessions
• Develop Rotary Community Corps
• Provide manual labor
• Develop local resources
• Organize to address new needs

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Application Procedure
1 July 31 March Proposals accepted Eligible proposals receive application.
1 August Application deadline
1 November Final deadline for application completion
December Trustees select applications to receive advance site visit.
December February Advance site visitors visit projects and report to Trustees.
April Funding decision
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Proposal Form

• Partner information
• Matching Grant number (previous partnership)
• Project description
• Rotarian, community and cooperating organization
  participation
• Sustainability
• Budget

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Stewardship
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Stewardship

• Treating TRF funds as a sacred trust
• Competent and thorough supervision of the project
• Standard business practice
• Reporting irregularity to TRF
• Implementing projects as approved

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Stewardship

• Financial review of projects
• Timely and complete reporting
• 4-Way Test
• Declaration of Rotarians in Businesses and
  Professions

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Stewardship

• The trustees rely on the integrity of the clubs
  and Rotarians engaged in project implementation
  to ensure that funds are used effectively for the
  purpose for which they were given.

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Appropriate Fundraising

• Expectations
• Service Above Self
• Beneficiaries should not contribute funds to
  receive assistance.
• Club must keep accurate, detailed records of
  donations.
• Reciprocal relationships should not be formed.

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Appropriate Fundraising

• Expectations (continued)
• Funds should be used for intended purpose.
• Paul Harris Fellow recognition should be obtained
  only by
• contributing US1,000 to TRF
• receiving the voluntary recognition of another
  entitys US1,000 contribution

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Appropriate Use of TRF Funds

• Humanitarian projects
• Rotarian participation in projects
• Development of Rotary networks
• Spend consistently with TRF guidelines and
  approved application
• Vigilant oversight

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Eligibility Guidelines

• Grant funds must not be used for
• Construction/renovation
• Purchase of land or buildings
• Salaries
• Cooperating organization expenses
• Post-secondary education
• International travel (except Volunteer Service
  and 3-H Grants)

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Eligibility Guidelines

• Grant funds must not be used for
• Establishment of foundation or trust
• Personal benefit
• Duplication of TRF or Rotary program
• Reimbursement of existing project
• Excessive support of beneficiary
• Inauguration parties or meetings

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Accounting

• Separate accounts should be established for each
  grant
• Project account name should be such that it is
  easily identifiable with the club and project
• All grant payments should be made by check to
  facilitate record-keeping

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Stewardship

• As stewards of The Rotary Foundation, the
  trustees are responsible to the donors to
  demonstrate that donations were used
  appropriately.

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Stewardship

• A donor who understands that funds were used in
  an appropriate and responsible manner is more
  likely to give to the Foundation again to support
  projects.

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District LeadershipRoles and Responsibilities
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District Rotary Foundation Committee
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District Leadership

• Ease administrative burden of DG
• Streamline administrative procedures
• Local expertise
• Build district team
• Continuity of leadership

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DRFC Chair Qualifications

• Should be a PDG
• Respected throughout the district
• Current DG cannot serve as DRFC Chair
• Appointed for three-year term

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DRFC Responsibilities

• Allocate and distribute SHARE DDF
• Establish and maintain strict adherence to
  stewardship guidelines
• Work with
• DG to plan, coordinate and evaluate TRF
  activities
• DGE to establish goals
• District Trainer on TRF programs

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DRFC Chair Responsibilities

• Serve as primary contact person for District
  Simplified Grants
• Serve on 3-H Grant project committee

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DGSC Chair Qualifications

• Successful participation in Humanitarian Grant
  project
• Familiarity with Humanitarian Grant program
• Multi-lingual
• Professional expertise in public health,
  international development or grant-making

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DGSC Responsibilities

• Certify grant applications as accurate and
  complete prior to submission
• Assist clubs to develop viable projects
• Serve as district experts on humanitarian grants
• Work with DRFC to distribute DDF
• Authorize district sponsored grants

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Role of Chair vs. Committee

• Chairs represent committees
• Decisions should be made by full committees
• Chair decisions should represent wishes of
  committee

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Questions?