RI District 2452 The Rotary Foundation Grant Management Seminar: RI District 2452 The Rotary Foundation Grant Management Seminar Michel P. Jazzar RI Representative to United Nations – ESCWA ARRFC – Zone 20B 2009-2011 Acronyms:: Acronyms: GMS= Grant Management Seminar FMP= Financial Management Plan Q°= Qualification DGs= District Grants GGs= Global Grants PGG= Packaged Global Grants R°= Retention MOU= Memorandum of Understanding 6AOF= 6 Areas of focus. VTT= Vocational Training Team RPC= Rotary Peace Center 2 Agenda: Agenda Overview of TRF New Grants model Club Qualification: MOU Creating a Grant Project Grants: Management & Stewardship Applying for a grant: DG, GG, PGG Implementation and Evaluation Reporting Retention Handouts (One per Club): Handouts (One per Club) Club Memorandum of Understanding-MOU District Grants Guidelines Global Grants Guidelines Packaged GG Guidelines District Foundation Committee Grants Terms & Conditions TRF Code of Policies: Conflict of Interest Application for District Grant Grant Management Manual Resources TRF Motto: TRF Motto 5 Doing Good in the World Rotary Foundation Mission: Rotary Foundation Mission To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty Overview of TRF New Grants model: Overview of TRF New Grants model 7 PowerPoint Presentation: 8 2010 2013 1 st July 2013 30 June 2013 Foundation New Goals: Foundation New Goals PolioPlus Rotary Peace Centers Grants Fundraising Member education Rotary Foundation Funding: Rotary Foundation Funding Investment Earnings District Designated Fund (DDF) TRF Funding SHARE World Fund Rotarian Contributions • Every Rotarian, Every Year • PH Sustaining Member • Paul Harris Fellow • Paul Harris Society • Major Donor • Arch C. Klumph Society • Bequest commitments • Life insurance • Marketable securities • Real estate • Charitable trusts or annuities • Benefactor • Bequest Society • Major Donor • Arch C. Klumph Society PowerPoint Presentation: Funding PowerPoint Presentation: Annual Programs Fund Contributions 2010 – 2011 $100.000 e.g. Distributable Funds 2013 – 2014 Program Year PowerPoint Presentation: Annual Programs Fund Contributions 2010 – 2011 $100.000 50% SHARE 50% District Designated Fund TRF World Fund $50.000 $50.000 Distributable Funds 2013 – 2014 Program Year PowerPoint Presentation: Distributable Funds 2013 – 2014 Program Year: Annual Programs Fund Contributions 2010 – 2011 $100.000 50% SHARE 50% District Designated Fund TRF World Fund $50.000 $50.000 50% (max.) 50% (min.) $25.000 $25.000 District Grants Global Grants The Rotary Foundation new grants >1st July 2013: The Rotary Foundation new grants >1 st July 2013 PowerPoint Presentation: 16 Rotary International District ........ The Rotary Foundation District Committees The Rotary Foundation Committees PowerPoint Presentation: TRF Grants Model District Grants Global Grants Packaged Global Grants PolioPlus Rotary Peace Centers PowerPoint Presentation: Discontinued: Group Study Exchange Grants for University Teachers Ambassadorial Scholarships District Simplified Grants Volunteer Service Grants Matching Grants 3-H Grants TRF Plan Grants What’s Changed ……………………. PowerPoint Presentation: New: Global Grants Minimum Grant ……………...$15,000 Minimum Project Budget …...$30,000 Six Areas of Focus International & Host Rotary Partners. World Fund Match: $1 : $1 District Funds (DDF) $0.50 : $1 Club Generated Funds TRF Plan Grants What’s Changed ……………………. International sponsors for humanitarian projects are required to provide at least 30% of the total sponsor funding. This 30% requirement is based on the total contributions (cash and DDF) from the grant sponsors, and not on the total budget amount. PowerPoint Presentation: New: District Grants Local or International Projects Humanitarian, Educational, Travel, Disaster Recovery DDF Match (max. $10,000) $0.50 : $1 TRF Plan Grants What’s Changed ……………………. PowerPoint Presentation: New: Packaged Global Grants Partner Organizations Selected By TRF Large / Comprehensive / Sustainable Programs TRF Developed 100 % Funded by: -Partner Organization -TRF World Fund Match $1 : $1 Implemented by Rotarians TRF Plan Grants What’s Changed ……………………. PowerPoint Presentation: PolioPlus Rotary Centres for International Studies (Peace Scholars) TRF Plan Grants What’s NOT Changed ……………………. PolioPlus: PolioPlus Program Campaign Rotary Peace Centers: Rotary Peace Centers Rotary Peace Centers: Rotary Peace Centers Master’s Degree or Professional Development Certificate in fields related to peace studies and conflict resolution Peace Centers Compare / Contrast: Peace Centers Compare / Contrast Remains mainly the same except that Districts can endorse as many qualified applicants as available Conflict of Interest: 27 Conflict of Interest Exists when a Rotarian benefits financially or personally from a grant Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits) PowerPoint Presentation: 28 PowerPoint Presentation: Club Qualification Club Q° Checklist: Club Q° Checklist What requirements does your club need to implement? What MOU requirements does your club already implement? What type of club members would be good choices to help implement the club MOU? Qualification: Qualification Clubs and districts must be qualified to receive Grant Funds Proper legal, financial, and stewardship controls of Grant Funds District bank account identified by the district during the Q° Q° process is simple: Signed Club MOU (Handout at PETS) Grant Management Seminar date – location Club Q° Renewed Annually Not Delinquent with Reporting, Payment of Dues Q° Requirements: 32 Q° Requirements Attend a GMS Submit signed club MOU Additional district requirements Terms of Q°: Terms of Q° Q° is valid for one Rotary year Entire club is responsible. Disclose potential conflicts of interest TRF Terms and Conditions Cooperate with all audits Proper use of grant funds Grant Reporting Potential Disqualification Maintaining Q°: Maintaining Q° Follow the terms of the club MOU Fully implement stewardship and grant management practices to prevent misuse of funds Appoint a club member/committee to manage club Q° Comply with Grant Reporting requirements Creating a Project: Creating a Project Needs Assessment: Needs Assessment Talk with members of the community Assess your club’s resources and availability and its potential partners to meet the need Choose a project that is based on the community’s need Club’s Project Planning: Club’s Project Planning Form a three -person grant committee [3years] Assign roles Set measurable and sustainable goals Create a budget Create an implementation plan [ plan A ] Have a contingency/emergency plan [ plan B ] Successful Grant Projects: Successful Grant Projects Meet real community needs Have frequent partner communication Have implementation plan with measurable goals and outcomes Are sustainable projects that continue after grant funds have been expended Practice proper stewardship of grant funds Principles of Sustainability: Principles of Sustainability Project impact after funding is expended Economic, cultural, social & resource Optimal use of local resources Respect natural resources Reach the most beneficiaries New methods in professional fields Prepare professionals to increase impact Use input and skills of grassroots groups Creating a Budget: Creating a Budget Realistic Competitive bidding Reasonable prices Disclose potential or real conflicts of interest Partners: Partners Search for Rotarians who have identified a need in their local communities Host partners should be invested in the project Good communication between the host and international partners is key Take a break: Take a break 42 PowerPoint Presentation: Grants Grant Management: Grant Management Meet the needs of the beneficiaries Guided by humanitarian and educational principles Administered with proper financial control Adhere to superior technical standards Fulfill grants objectives Safeguard donors’ funds Stewardship: Stewardship Stewardship is the responsible management and oversight of grant funds, including: Rotarian supervision of project Following standard business practices Reporting of irregularities to TRF Implementing projects as approved Financial records review Timely submission of reports Retention of documents Financing Guidelines: Financing Guidelines Club generated contributions must come from or be raised by Rotarians Funds cannot be raised from beneficiaries in exchange for receiving the grant Funds cannot come from other grants Contributions should be credited to donor Sponsor Criteria: Sponsor Criteria District s involved must be qualified by TRF. Club s involved must be qualified by their districts Districts and all grant committee members must be in good standing with RI and TRF. When acting as a primary sponsor , each district or club is limited to 10 open grants at a time . DGs GC : 3 Rtns. DG+DRFCC+DGSC. For GGs: Host and Int. primary sponsors GC of 3 Rtns. All members of the GC must come from the primary sponsor club, if club sponsored, or district, if district sponsored. 47 Applying for a Grant: Applying for a Grant General Criteria: General Criteria Relate to the mission of The Rotary Foundation Active participation of Rotarians Exclude any liability to TRF or RI except for the funding amount of the grant Adhere to the governing laws of the United States and the country where the activity is taking place and not harm individuals or entities Planning for grant activities ahead of approval is allowed and encouraged, but expenses may not be incurred before approval. Demonstrate sensitivity toward another country’s/geographic area’s tradition and culture Comply with the Conflict of Interest Policy for Grant Participants as outlined in section 7.030 of The Rotary Foundation Code of Policies Comply with the policy regarding the proper use of Rotary Marks as outlined in section 1.060.9 of The Rotary Foundation Code of Policies 49 Additionally, district grants: Additionally, district grants Support local and international humanitarian and service projects, scholarships, and VTT. Can fund projects and activities in Rotary and non‐Rotary countries and geographic areas. 50 MGs or GSE Additionally, global grants: Additionally, global grants Relate to one or more of the 6 areas of focus Support humanitarian projects Provide scholarships Support VTTs Provide sustainable outcomes Provide measurable outcomes and account * Take place in Rotary countries and geographic areas Develop stronger Rotary networks of clubs and districts Primary host sponsor + Primary international sponsor 51 * http://www.rotary.org/RIdocuments/en_pdf/fv_global_grants_monitoring_evaluation_toolkit_en.pdf District Grant and Global Grant: District Grant and Global Grant 52 Quantitative measures are expressed in numerical terms Qualitative measures are those that are difficult to tally or express in numerical terms. The Global Grants Website: The Global Grants Website http :// www.matchinggrants.org/global Enables posting of project description and budget and online engagement with clubs around the world for buy in and contributions Enables tracking project progress by all partners through posts Applying for Global Grants: Applying for Global Grants Submit grant proposal and application through Member Access Must meet goals of area(s) of focus Must be sustainable Must involve Rotary clubs in two countries Minimum project budget of US$30,000 District must confirm club is qualified PowerPoint Presentation: 55 Q uestion : Can any club president or club member submit global grant proposals using the member access portal? Answer : Yes, any club member or president or district officer can submit a proposal online through the member access portal. Q uestion : Can host and sponsor districts see each other's proposal and application submissions? Can the DG, DRFC, or DGSC see them? Answer : Yes, both host and international primary contacts for global grant applications and DGs, DRFCs, and DGSCs from the host and international sponsor countries can see proposal and application submissions online. Partner districts will also be able to view applications in the system. Q uestion : When a club submits a global grant proposal online will the district officers be notified by TRF and be able to see the proposal? Answer : Our initial online system does not alert district officers that a proposal has been submitted, but the district officers will be copied on the notification to project sponsors after the proposal review. As you train your clubs over the next few months, please encourage them to include district officers in their planning process so you know when a proposal is being planned. TRF, in turn, will review its procedures to ensure that district officers are part of this process. PowerPoint Presentation: Global Grants Guidelines At Least One of Six Areas of Focus Host and International Rotary Partners Minimum Project Budget $30,000 Minimum TRF Grant $15,000 District Match $1 DDF (maximum $20,000 ) to $1 Cash TRF World Fund Match: TRF World Fund $1 to DDF $1 TRF World Fund $0.50 to Cash $1 Additional Guidelines: Additional Guidelines No more than five global grants may be approved in a Rotary year for projects involving a single cooperating organization, with the exception of scholars studying at a particular university. 57 Six Areas of Focus: Six Areas of Focus Basic education and literacy Disease prevention and treatment Maternal and child health Water and sanitation Economic and community development Peace and conflict prevention/resolution 6 Areas of Focus: 6 Areas of Focus Goodwill and Peace 1. Peace and Conflict Prevention/Resolution Health 2. Disease Prevention and Treatment 3. Water and Sanitation 4. Maternal and Child Health Education 5. Basic Education and Literacy Alleviation of Poverty 6. Economic and Community Development Global Grant Financing: Global Grant Financing Rotary club/s generated contributions District Designated Fund/s- DDFs Rotary Foundation World Fund award Non-Rotarian cash contributions (not sent to or matched by the Foundation) International sponsors for humanitarian projects are required to provide at least 30% of the total sponsor funding. Global Grant Funding: Global Grant Funding Club/s generated contribution 10,000 District Match (DDF $1 : $1) max. $20,000 10,000 TRF World Fund Match min. $15,000 Club/s Generated Funds ($0.50 : $1) 5,000 District Funds DDF ($1 : $1) 10,000 US $ Total Funding ( excluding Non-Rotarian Contribution ) 35,000 GG-Vocational Training Team: GG-Vocational Training Team Capacity building is the key The process of developing and strengthening the knowledge, skills, and abilities necessary for individuals and communities to achieve sustainable development. GG-VTT: GG-VTT VTT Member Pre-departure Orientation-ppt Participants sign an application Detailed travel itinerary: Travel Schedule, daily Itinerary, accommodations. 63 Vocational Training Teams: Vocational Training Teams There is no maximum team size, but a minimum of one Rotarian team leader and three non-Rotarian participants are required per team. Develop your team according to the goals of your grant. There are no age restrictions for participants. Instead, selection is based on expertise within the identified area of focus . All participants on a single team must have careers linked to the goals of the grant , but they are not required to have the same professions. GG-Scholarship: GG-Scholarship Scholar Pre-departure Orientation-ppt Language Proficiency Requirement Participants sign an application Scholarship types Timeline Eligibility: 6AOF Reporting requirements: Rotary and students Post-scholarship International and Host sponsors responsibilities 65 GG: Microcredit and Revolving Loans: GG: Microcredit and Revolving Loans Management of loan capital, training. Submit the microcredit supplement form Partner with reputable and established cooperating organizations/microfinance institutions Interest and fees generated by microcredit or revolving loan fund capital used for administrative expenses that directly support the project. If the project is terminated before the Foundation’s reporting requirements are met, grant funds must be returned to TRF. TRF will not fund loan guaranty systems. 66 Global Grants Business Cycle : Global Grants Business Cycle 67 All proposals and applications will be made on-line via Member Access. District Grant - DG: District Grant - DG Funds projects and activities that do not relate to the AOF or meet the minimum grant amounts for RF GG. Support projects and activities funded by local Scholarships, GSE and VTT not related to the areas of focus. Districts may apply for a grant up to 50 percent of available DDF in a given year, Uncommitted balance of DDF could be added to the DDF portion of a club- and district-developed global grant application for a larger World Fund match. 68 District Grants: District Grants Simple, flexible, innovative Educational and humanitarian projects / activities consistent with TRF mission Smaller activities and projects Local decision making District Grants Guidelines Rotary Foundation Mission: Rotary Foundation Mission To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty District Grants Guidelines: District Grants Guidelines Local or International Projects Rotary or Non-Rotary Partner Grant Applications Processed Locally District Match $0.50 DDF ( maximum $10,000 ) to $1 club generated funds No TRF World Fund Match PowerPoint Presentation: Sample of projects funded by District Grants (local and international) Plantation of trees Renovation of an orphanage Supply of equipments to a gynecology department in a hospital Renovation of the kitchen at antidrug association PowerPoint Presentation: Examples of Grant Activity District Grants Global Grants International travel for local doctor to volunteer. Scholarship for student to attend local university. Donation of art supplies to assist local youth. Mixed profession vocational training teams Shelterbox containers. Other Examples ? International safe drinking water, sanitation, and hygiene education Sponsorship of Rotary Scholar to Study Abroad. International malaria project Single vocation Rotary Vocational Training Team sent abroad Other Examples ? VTT or GSE: VTT or GSE There is no GSE under new RF grants, the VTT has an entirely different concept and purpose, more in line or as an adjust to a humanitarian project. However districts can have a GSE funded by district grants on their own without support groom global grants 74 District Scholarship: District Scholarship 75 Scholar Pre-departure Orientation-ppt Language Proficiency Requirement Participants sign an application Scholarship types Timeline Eligibility: 6AOF Reporting requirements: Districts, students Post-scholarship District leadership responsibilities District Grants Business Cycle : District Grants Business Cycle 76 Districts are allowed only one open district grant at a time. Past district grants must be closed before a subsequent grant is paid. Payments: Payments District Grants If sponsors do not meet all payment requirements by 15 May of the implementation year, the grant will be canceled. Global Grants If a grant project is cancelled after the project sponsors receive payment, all remaining grant funds must be returned to TRF. 77 What are Packaged Global Grants?: What are Packaged Global Grants? Pre-designed projects funded by the World Fund and the Strategic Partner [SP], no DDF required Can include scholarships, humanitarian projects, and vocational training Rotarians can focus their talents and energies on implementation Funded 100% by TRF and S.P PGG Funding: PGG Funding World fund: $165,000. Cash/in-kind donations from a strategic partner could increase this total. 79 Why Package?: Why Package? Demonstration projects Rotary visibility and promotion in partnership with other global organizations Participation opportunities for clubs with limited resources for clubs with lack of familiarity with TRF What are Strategic Partners?: What are Strategic Partners? NGOs, universities, corporations Global scope of work Expertise in an Area of Focus Formal relationship to secure resources Enhance Rotarians’ service opportunities Through Packaged Global Grants PowerPoint Presentation: Oikocredit Provides funds to microfinance institutions Headquarters in the Netherlands Economic and Community Development Area of Focus PowerPoint Presentation: Developing Local Entrepreneurs: Packaged Grant with Oikocredit Connection between local Rotary clubs and microfinance institutions Training activities – humanitarian projects Application instructions available at rotary.org Project partners also support community: Project partners also support community Women training groups Financial education Schools or daycare Youth education Medical facilities Successful Oikocredit/Rotary cooperation : Successful Oikocredit /Rotary cooperation With Rotary support, farmers in community: - improved quality - increased productivity received training - upgraded farm structures Support included six weeks training of Dairy Extension Officers in charge of practical farmers training on hygiene, quality standards and animal health management Strategic partners: Rotary and Oikocredit : Strategic partners: Rotary and Oikocredit Respond to real economic development needs of local communities 6 to 8 microfinance partners with community programs or plans identified by Oikocredit each year Start with microfinance partners in India, the Philippines and Uruguay Local Rotary clubs will apply for a packaged global grant Together with local Rotary clubs, the microfinance partners of Oikocredit become even bigger stakeholders in meeting needs of members of their communities : What: Scholarships, Mentorship & Vocational Training Teams Where: East Africa to Start Field: Nursing & Midwifery Status: MOU Signed April 25, 2011 PARTNERSHIP IMPACT : PARTNERSHIP IMPACT Improved Maternal and Child Health in East Africa Builds Much Needed Healthcare Capacity in Region Helps achieve United Nations Millennium Development Goals PowerPoint Presentation: Advancement of women Early childhood development Problem-based research Quality education Focus on Health, Education, Arts & Sciences The Aga Khan University Hospital School of Nursing Medical College Institute for Educational Development (IED) Institute for the Study of Muslim Civilizations, UK The Aga Khan University Examination Board Faculty of Arts and Sciences Agha Khan University PowerPoint Presentation: Aga Khan University Operates 11 campuses in eight countries Curriculum reflects local community needs Maternal and Child Health Area of Focus An International University: An International University Afghanistan Egypt Kenya Pakistan Syria Tanzania Uganda United Kingdom The Power of Educating a Nurse: The Power of Educating a Nurse Improved Healthcare Access & Delivery of Quality Healthcare – Especially in Rural & Informal Settlements Impact on the Frontlines: HIV/AIDS Child & Maternal Health Infectious Diseases PowerPoint Presentation: Nursing Scholarships: Packaged Grant with AKU Students studying at campuses in Kenya, Uganda, and Tanzania Scholarships for nursing Maternal and Child Health Area of Focus Application instructions available at rotary.org Training Health Educators: Packaged Grant with AKU: Training Health Educators: Packaged Grant with AKU Vocational Training Teams to enhance the skills of university-level nurse educators Provide training in either Kenya, Uganda, or Tanzania Maternal and Child Health Area of Focus Application instructions available at rotary.org PowerPoint Presentation: Mercy Ships Operates hospital ship Africa Mercy In port for one year Disease Prevention and Treatment Area of Focus PowerPoint Presentation: Medical Service and Training: Packaged Grant with Mercy Ships Activities support work through the Africa Mercy Upcoming ports in Togo and Guinea Vocational Training Teams Application instructions will be available at rotary.org PowerPoint Presentation: UNESCO-IHE Largest post-graduate water education institution Global student body Located in the Netherlands Water & Sanitation Area of Focus PowerPoint Presentation: Water Scholarships: Packaged Grant with UNESCO-IHE 8 Scholars will study in the Netherlands Focus on building long-term connections in the student’s home country Application instructions are available at rotary.org Cooperating Organizations MOU: Cooperating Organizations MOU With District and/or Rotary Club 99 Guidelines for partnerships: Guidelines for partnerships Cooperating organizations are reputable . Provide expertise, infrastructure, advocacy, training, education, or other support for the grant. Comply with all reporting and auditing activities required by TRF Five global grants . 100 DGs with Cooperating organizations : DGs with Cooperating organizations District Grants: All funding provided to cooperating organizations must be used for specific project activities, and the district must maintain an itemized report of such activity. 101 GGs with Cooperating organizations: GGs with Cooperating organizations Global Grants Sponsors of grants must provide a (MOU) at the time of application signed by both primary sponsors and the cooperating organization. 1. Grant is initiated, controlled, and managed by the RCs or districts 2. Cooperating organization is reputable and responsible and acts within all governing laws 3. Delineating the activities of each party involved 4. Agreement from the cooperating organization to participate in any financial review by the Foundation of activities connected with the grant. 102 Project Implementation: Project Implementation Successful Project Implementation: Successful Project Implementation Communication Following original plan Financial management Record keeping Evaluation: Evaluation Ongoing during project implementation and after completion Based on goals set for the project Assists with reporting requirements Use findings to improve future projects and identify successes you can promote Eligibility Criteria: Eligibility Criteria 106 DGs and GGs can fund: DGs and GGs can fund Construction of infrastructure including Renovation, repair, and refurbishment of structures Purchase and distribution of contraceptives for use in disease prevention and maternal health projects International travel for scholars, VTT Domestic travel for scholars, VTT ~to projects Direct costs, fees, contracted labor costs, stipends, or honorariums ~to projects Activities involving vaccines and immunizations Medical camps and lifesaving surgeries +follow up. 107 Additionally DGs can fund: Additionally DGs can fund International travel for project planning and direct service The removal of land mines Administrative expenses, up to 3 percent of the grant award, necessary for grant implementation. 108 Timelines and Applications: Timelines and Applications 109 District Grants: District Grants See District requirements 110 Global Grants: Global Grants Online proposal [rolling basis throughout the RY] Proposal must be accepted by TRF If approved application submitted by 6 months. Payment requirements must be met within 6 months of approval or the grant will be canceled. Grants must be implemented within 12 months of payment . If the application includes international travel, it must be submitted at least 90 days prior to departure. 111 Applications for scholarships: Applications for scholarships University admission to a graduate‐level program or Letter of invitation to conduct postgraduate‐level research . Admission that requires a guarantee of financial support is acceptable. 112 VTT: VTT 1.Teams composed of at least 3 non‐Rotarian members with at least 2 years of work experience in the area of focus and a Rotarian team leader 2. Confirm that if more than one team is traveling under a single grant, all teams must share the same two primary sponsors and commence their travel within one year of each other. 113 Grant Reports !: Grant Reports ! Global Grant Reports: Global Grant Reports Report to TRF; copy to the District Document Retention : [Google account, Drop Boxes…] Progress reports Within 12 months of first payment Every 12 months through the life of the grant Final report within 2 months of completion Retain documents for 5 years Global Grant Reports: Content: Global Grant Reports: Content How both partners were involved Type of activity: humanitarian project, scholar, VTT Evaluation of project goals and how funds met the goals of the AOF How funds were spent Number of beneficiaries and how they benefited District Grant Reports: District Grant Reports Progress reports Within 12 months of first payment Every 12 months through the life of the grant Final report within 2 months of completion Report to the District Document Retention [Google account, Drop Boxes…] District 2452 reporting requirements? Retain documents for 5 years? District Grant Reports: Content: District Grant Reports: Content How both partners were involved Type of activity: humanitarian project, scholar, VTT Evaluation of project goals and how funds met the goals of the AOF How funds were spent Number of beneficiaries and how they benefited Retention: Best Practices: Retention: Best Practices Have 3 main sections of files: Q°, GGs, DGs. Keep additional copies . Electronic copies accessible through a shared network. Make sure to back up electronic files regularly Keep extra copies in a location other than where the originals are stored. 119 If you have questions about document retention, the club MOU, or the qualification process, please contact your district or TRF staff at email@example.com Storage services: Storage services 120 http://docs.google.com www.dropbox.com www.box.net www.mesh.com http://sync.live.com Retain for a minimum of five years PowerPoint Presentation: 121 The document retention system you create must also be accessible and available to other Rotarians as listed in the MOU. This allows for continuity and retention of information. Having files organized and available to more than one person also helps the club quickly respond to requests about qualification or grant information. Although TRF requires the club to maintain these documents, you don’t need to submit them to the districts or the Foundation unless specifically requested. Resources: Resources District Foundation Committee www.rotary.org , District web, ... Webinars, e-learning modules Social media discussion: LinkedIn, ... Future Vision Plan Newsletter District Governor : .................. RRFC - Regional Rotary Foundation Coordinator zone 20B, ARRFCs ..............................., ............................... Rotary Coordinator zone 20B: ............................... Rotary Foundation Staff: Global Grants: ...................... District Grants: ..................... Packaged GG: ..................... Qualification: .................. MOU: ..................... Resources - Publications : Resources - Publications General Future Vision resources District training manual addenda (PDFs) Qualification resources Grant management resources 123 http://www.rotary.org/en/Members/RunningADistrict/FutureVisionPilotProgram/Pages/Resources.aspx RI website Links*: RI website Links* http://www.rotary.org/en/Members/RunningADistrict/FutureVisionPilotProgram/Pages/fv_district_grants.aspx http://www.rotary.org/en/Members/RunningADistrict/FutureVisionPilotProgram/Pages/fv_packaged_global_grants.aspx http://www.rotary.org/en/ServiceAndFellowship/collaborate/otherorganizations/Pages/ridefault.aspx http://www.rotary.org/en/AboutUs/RotaryInternational/WhoWeWorkWith/Pages/ridefault.aspx http://www.rotary.org/en/AboutUs/RotaryInternational/WhoWeWorkWith/Pages/Representativenetwork.aspx * Regularly updated on RI website Other helpful Links: Other helpful Links http://www.frankdevlyn.org/FutureVision/fvp-overview.htm 125 PowerPoint Presentation: Thank you …. Groups Activity: Groups Activity Club Qualification Creating project plan Applying plan Financial management plan Record keeping plan 127 Group Activity-1: Group Activity-1 Topic: Club Qualification Discussion Questions: What are the benefits of the club’s Q°? What are the required steps? Who will be responsible? What may you do if something goes wrong? Group Activity-2: Group Activity-2 Topic: Creating project plan Discussion Questions: What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong? Group Activity-3: Group Activity-3 Topic: Applying plan for DG for GG for PGG Discussion Questions: What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong? Group Activity-4: Group Activity-4 Topic: Financial management plan Discussion Questions: What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong? Group Activity-5: Group Activity-5 Topic: Record keeping plan Discussion Questions: What are the benefits of creating this plan? What are the implementation steps? Who will be responsible? What will you do if something goes wrong?