ࡱ> fhabcde bjbj hh o*R R $   PY<$ Y4"8(8889 C<HVVVVVVV$M[]l4VyxK99xKxK4V88X0LLLxK888VLxKVLLJTU8ٰ=a LjTUX<YT[^|Ld[^(U[^U LxKxKxK4V4VLxKxKxKYxKxKxKxK[^xKxKxKxKxKxKxKxKxKR [: The Rotary Foundation (TRF) Matching Grant Application InstructionsWhat is a Matching Grant? Matching Grants support international humanitarian service projects. Rotary clubs or districts from two countries work collaboratively to implement a project. Who can apply? Rotary clubs and districts from two countries may apply. The clubs or districts must be in good standing with Rotary International. This includes payment of dues and being current on reporting for previous grants. What are the requirements of a Matching Grant? Matching Grants must involve a Rotary club or district in the project country (host) and a Rotary club or district in another country (international) implementing a humanitarian project. Partners are expected to: Maintain communication for the life of the project Establish a committee of at least three Rotarians to oversee the project Treat grant funds as a sacred trust Maintain clear and accurate accounting All projects must have active Rotarian participation and oversight. Active participation can include: Managing project funds Visiting the project site on an as-needed basis The international and host partners sharing information via correspondence The partners sharing expertise Purchasing, shipping, or distributing items purchased Publicizing the project to local media and the district What projects are eligible for a Matching Grant? Matching Grants fund humanitarian projects that benefit a community in need. Many projects fall within this broad scope; however, certain items/activities are not funded through the program. The chart below gives a general eligibility outline. If you are unsure of the eligibility of your project, please contact the Humanitarian Grant Coordinator for the project location. ELIGIBLEINELIGIBLE Revolving loans/microcredit Establishment of a foundation, permanent trust, or long-term interest-bearing account Short-term rent or lease of buildings Purchase of land or buildings, rent for housingConstruction of infrastructure such as service roads, wells, reservoirs, dams, bridges, latrines, toilet blocks, water supplies, and other similar structures Construction or renovation of any structure in which individuals live, work, or engage in any gainful activity. This includes buildings, containers, mobile homes, or structures where individuals carry out any type of activity such as manufacturing, processing, maintenance, or storage, including provision of new services or upgrade of facilities Purchase of equipment or appliances Provision of plumbing or electrification inside buildings Short-term and/or contracted labor for project implementation Salaries for individuals working for another organization Administrative expenses for project activities Operating or administrative expenses of another organization Primary and secondary education, tuition, transportation Postsecondary education activities, research, or personal or professional development Domestic travel International travel Detailed, itemized expenses Contingencies, miscellaneous expenses Assistance to land mine victimsLand mine removalPublicity expenses such as newspaper fees, or printing of posters, brochures, or fliers to inform the community of an available serviceRotary signageVaccines and immunizations, if the project is consistent with the criteria, procedures, and policies of the PolioPlus program and World Health OrganizationTransportation of vaccines or immunizations by hand over national bordersNew Rotary-sponsored projects not already in progress or completedProjects already undertaken and in progress, existing projects, activities primarily sponsored by a non-Rotary organization, or projects already completedMaternal and prenatal health and educationPurchase and distribution of birth control devices and ultrasound equipment for use in sex determinationBudgeted and itemized humanitarian goodsUnspecified or cash donations to beneficiaries or cooperating organizationsHumanitarian or service activities benefiting a community in needFundraising activities or expenses related to Rotary events such as district conferences, anniversary celebrations, or entertainment activities that do not include a humanitarian aspectSecular, nonreligious activities that benefit a community in needProjects that support purely religious functions at churches and other places of worship What are the funding limits? Sponsors may request US$5,000-$150,000 from The Rotary Foundation. TRF matches $0.50 for every $1 of a cash contribution and $1 for every $1 from the District Designated Fund (DDF). How and when to apply Sponsors must complete a Matching Grant Application (141-EN) and submit it to TRF. Applications are accepted from 1 July to 31 March in any given Rotary year. It is recommended that the application be submitted as early as possible to avoid delays associated with submission of applications close to the 31 March deadline. If your project involves revolving loans or microcredit, the Revolving Loan Fund Supplement Form and Credit Group Plan must be included with the application. Requests of $25,001-$150,000 are considered on a competitive basis and must be received at TRF by 1 August for consideration at the October Trustees meeting and 15 December for consideration at the April meeting. The Guide to Matching Grants (144-EN) is available to assist in developing the project and completing the application. NOTE: Applications should be submitted single-sided and unbound and should be typed, not handwritten. What are the reporting requirements? Reports are required at least every 12 months for the life of the project. A final report is due within two months of the completion of the project. Project partners must be up to date on reporting for previous projects, as failure to do so will result in all new applications not being processed. How to submit the application Complete applications should be sent to: Humanitarian Grants Program The Rotary Foundation One Rotary Center 1560 Sherman Avenue Evanston, IL 60201-3698 USA Fax: 847-866-9759 E-mail: contact.center@rotary.org  Glossary of commonly-used terms Beneficiary: the recipient of goods or services Cooperating organization: an organization that is directly involved in the implementation of the project, offering technical expertise and project coordination DDF: District Designated Fund DGSC: district grants subcommittee chair DRFC: district Rotary Foundation committee Host partner: the Rotary club or district in the project country International partner: the Rotary club or district outside the project country Primary contact: member of partner club or district who serves as main point of contact between TRF and project partners Supplier: the entity providing goods or services being purchased with grant funds  NOTE: These instructions represent an overview of the Matching Grants process. Please be sure to review the Matching Grants section of the RI Web site at www.rotary.org for updates. It is beneficial to read The Guide to Matching Grants (144EN) before submitting an application. This publication is available by download from the RI Web site and on request from Publications Order Services. Matching Grant Application The Rotary Foundation (TRF) PROJECT DESCRIPTION Explanation: Matching Grants support the humanitarian service projects of Rotary clubs and districts. In this section, describe in detail the humanitarian need your project will address, the intent of the project, how the project will be implemented, and how Rotarians will be directly involved in the project. Involvement is required of both the host and international partners. Please provide the name of the project site, the city or village, state or province, and country. List multiple locations, if applicable. Project site  FORMTEXT       City/Village  FORMTEXT      State/Province  FORMTEXT      Country  FORMTEXT      Describe the project and the problem or need it will address, including the intended beneficiaries and how the project will benefit the community in need. Provide the estimated length of time needed to complete the project.  FORMTEXT      Describe how the benefiting community will maintain this project after grant funding has been fully expended.  FORMTEXT      Describe specific activities of the host and international partners in implementing the project. What will the Rotarians who are members of the partner clubs do during the project? Please note that financial support is not considered active involvement. (See the Matching Grant application instructions for suggestions.)  FORMTEXT       HOST PARTNER Explanation: The host partner is the club or district in the project country. A committee of at least three Rotarians must be established to oversee the project. All three committee members must belong to the primary club identified below for club-sponsored projects or belong to clubs in the district for district-sponsored projects. The committee members must be committed for the duration of the grant process. Please provide the primary address for all committee members, as all Rotary information will be sent to this address. It is highly recommended that the primary contact (who receives all information from TRF) have an e-mail address to expedite communication. Primary Club/District Club FORMTEXT      Club ID number (if known) FORMTEXT      District FORMTEXT      Country FORMTEXT       Primary Contact: Name  FORMTEXT      Member ID  FORMTEXT      Club  FORMTEXT      Rotary position  FORMTEXT      Address  FORMTEXT      City  FORMTEXT      State/Province  FORMTEXT      Postal code  FORMTEXT      Country  FORMTEXT      E-mail  FORMTEXT      Home phone  FORMTEXT      Office phone  FORMTEXT      Fax  FORMTEXT       Project Contact #2: Name  FORMTEXT      Member ID  FORMTEXT      Club  FORMTEXT      Rotary position  FORMTEXT      Address  FORMTEXT      City  FORMTEXT      State/Province  FORMTEXT      Postal code  FORMTEXT      Country  FORMTEXT      E-mail  FORMTEXT      Home phone  FORMTEXT      Office phone  FORMTEXT      Fax  FORMTEXT       Project Contact #3: Name  FORMTEXT      Member ID  FORMTEXT      Club  FORMTEXT      Rotary position  FORMTEXT      Address  FORMTEXT      City  FORMTEXT      State/Province  FORMTEXT      Postal code  FORMTEXT      Country  FORMTEXT      E-mail  FORMTEXT      Home phone  FORMTEXT      Office phone  FORMTEXT      Fax  FORMTEXT       INTERNATIONAL PARTNER Explanation: The international partner is the club or district outside the project country. A committee of at least three Rotarians must be established to oversee the project. All three committee members must belong to the primary club identified below for club-sponsored projects or belong to clubs in the district for district-sponsored projects. The committee members must be committed for the duration of the grant process. Please provide the primary address for all committee members, as all Rotary information will be sent to this address. It is highly recommended that the primary contact (who receives all information from TRF) have an e-mail address to expedite communication. Primary Club/District Club FORMTEXT      Club ID number (if known) FORMTEXT      District FORMTEXT      Country FORMTEXT       Primary Contact: Name  FORMTEXT      Member ID  FORMTEXT      Club  FORMTEXT      Rotary position  FORMTEXT      Address  FORMTEXT      City  FORMTEXT      State/Province  FORMTEXT      Postal code  FORMTEXT      Country  FORMTEXT      E-mail  FORMTEXT      Home phone  FORMTEXT      Office phone  FORMTEXT      Fax  FORMTEXT       Project Contact #2: Name  FORMTEXT      Member ID  FORMTEXT      Club  FORMTEXT      Rotary position  FORMTEXT      Address  FORMTEXT      City  FORMTEXT      State/Province  FORMTEXT      Postal code  FORMTEXT      Country  FORMTEXT      E-mail  FORMTEXT      Home phone  FORMTEXT      Office phone  FORMTEXT      Fax  FORMTEXT       Project Contact #3: Name  FORMTEXT      Member ID  FORMTEXT      Club  FORMTEXT      Rotary position  FORMTEXT      Address  FORMTEXT      City  FORMTEXT      State/Province  FORMTEXT      Postal code  FORMTEXT      Country  FORMTEXT      E-mail  FORMTEXT      Home phone  FORMTEXT      Office phone  FORMTEXT      Fax  FORMTEXT       PROJECT BUDGET Explanation: For detailed information on what TRF funds, please see The Guide to Matching Grants (144-EN). Official RI exchange rates can be found at www.rotary.org. Please use the most recent rate.  Budget itemName of supplierAmount FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT      Subtotal FORMTEXT      Exchange rate usedUS$1= FORMTEXT      Total in U.S. dollars FORMTEXT       PROJECT FINANCING Explanation: Clearly list all financing in U.S. dollars noting which funds will be contributed in cash and which will be contributed from District Designated Funds (DDF). Use of DDF must be authorized by the district Rotary Foundation committee chair and the district governor. TRF matches US$0.50 for every $1 cash contribution and $1 for every $1 contribution from DDF. The primary host club or district must provide at least $100. NOTE: No funds should be sent to TRF prior to official Trustee approval. Upon approval, a letter will be sent to the sponsors notifying them of approval and providing detailed instructions on how and where to submit their contributions.  Host Rotary clubs or district inside the project country (The primary host club or district must provide at least US$100.)Cash (US$)DDF (US$)DRFC Chair (Print Name)DRFC Chair AuthorizationDistrict Governor (Print Name)District Governor Authorization FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT      International Rotary clubs or district outside the project countryCash (US$)DDF (US$)DRFC Chair (Print Name)DRFC Chair AuthorizationDistrict Governor (Print Name)District Governor Authorization FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT       FORMTEXT      Subtotals, Cash and DDF FORMTEXT       FORMTEXT      TOTAL cosponsor contributions FORMTEXT      Total funds requested from TRF (must be at least US$5,000) FORMTEXT      Additional outside funding (not matched by, or forwarded to, TRF) FORMTEXT      Total project financing (must equal budget on page 4) FORMTEXT       PROJECT PLANNING Explanation: Before an application is submitted to TRF, project partners should discuss various planning details. The questions below are a guide to aid project planning. Note that a Rotary club/district or Rotarian may not own anything purchased with grant funds. Identify who will own equipment and maintain, operate, and secure items purchased with grant funds. (A Rotary club or Rotarian cannot own equipment.)  FORMTEXT      Will training in use and maintenance of technical equipment be provided? If so, who will provide training?  FORMTEXT      Is software necessary to operate any items? If so, has software been provided?  FORMTEXT      Indicate what arrangements have been made for customs clearance if items will be purchased and shipped from outside the project country.  FORMTEXT      Provision of plumbing and electrification to structures where people live or work cannot be purchased with grant funds and must be funded with other sources. Have the sponsor clubs/districts planned and agreed to fund plumbing or electrification for equipment and appliances in existing buildings (hospitals, schools, libraries, orphanages, etc.)?  FORMTEXT       COMPETITIVE GRANTS Explanation: Competitive grants are grants requesting US$25,001 or above from TRF. Competitive grants are reviewed twice a year at the October and April Trustees meetings.  If your grant request is for US$25,001 or above, a community needs assessment must be included. 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