District Grant Instructions
District-Managed Grant Instructions
The Rotary District 7930 Grants Committee is excited that you are planning a District Grant!
When applying for a District-Managed Grant, you will need to complete the required information in the online form found at https://grant.clubrunner.ca/50227/Grant/NewRequest. These instructions are intended to help you gather the necessary information and provide guidance on the process. You can also refer to the instructional video on how to input the application, using this link: https://youtu.be/hrguKuQUcTI?si=kpU-31fH1QF48FIJ
Note that the application does not need to be completed in one sitting. Once you open your application and submit it, you can compile the necessary information and return to it to edit and update as needed. Or, if you prefer, you can also download a District Grant Worksheet as a Word document that you can fill out in advance to help you gather all the necessary information. No matter if you fill out the online application form right away or the downloadable worksheet first, please follow the instructions on this page to do so.
If you have any questions, please feel free to e-mail the District Grants Committee at grants@rotary7930.org
Please review the important information below before you begin your application.
Important Information
- District Committee grant approvals are not final until approved by The Rotary Foundation (TRF), generally around the November-February time frame. Although rare, the initial District approval may be rescinded if not approved by TRF.
- District Grants will not be approved if they are a duplication of a prior year’s grant. Please refer to the District Grant Sustainability Policy.
- All District Grants must include a service component.
- District Grants must fall into one of Rotary’s seven areas of focus
- Per TRF policy, District Grant funds may not be used to pay for expenses that are incurred, or activities that are in progress or already completed, before the grant is approved. Monies cannot be spent until after District approval. Any prior monies spent will fall outside of the approved grant funding.
- The District Grant Committee must approve your application before proceeding with your project. Please allow several weeks for review. It is important that you respond to District Grant Committee’s information requests to expedite approval.
- District grants must be completed within the same Rotary year. Final reports are due no later than June 1st.
- Although a grant may have been approved, District Grant funds disbursement is contingent upon the submission of the final report, and both the District Grant Foundation Committee and the District Foundation Steward’s review of the final report confirm that the grant was completed according to District and TRF guidelines.
- Letters of support, completed by all cooperating organizations, must be included with the final report. See the Documents section in Step Four below.
- Grant monies may not be used primarily for the purchase of catering.
- District Grants must comply with the Rotary Foundation Terms and Conditions for District Grants.
Step One: Opening the Grant Application
You will need to complete the following:
Project Name: A descriptive name for your project
Country: Where the project will be implemented
State:
Zip Code:
City:
Contact: Name of the person completing the application
Sponsoring Club: Your Rotary club
Description: Please enter a brief 2-3 sentence executive summary of your project
Estimated Budget: Projected total expenses for the project, regardless of funding source
Project year: Select the current Rotary year
Local Club Partners: Any other local Rotary clubs participating in the project
Other Partners: Other partner organizations in your community with which you will be collaborating on your District Grant
Once you have completed and submitted the above information you can proceed with completing the application.
After submitting the initial grant application, a designated District Grants Committee member will be assigned to assist you through the application process. An email of introduction with the contact information will be forthcoming. You will also receive an automated notification through the ClubRunner system.
Step Two: The Application
Select the Application Tab. You will need to complete the following sections by clicking the blue boxes:
General Description:
Please provide a detailed general description of the project. This should be at least 4-6 paragraphs.
To assist the Committee, please include your telephone number and e-mail address in this section.
Rotarian participation is an important component of District grants. Please include a description of how Rotarians will be involved in this project. e.g., hands-on volunteer work, etc.
Community Assessment & Impact:
Every grant application should be based on a community needs assessment. What is the specific need that the community has identified? How has it been identified? Please discuss the community assessment and what impact this project will have on your community.
Sustainability:
Sustainability is an important component of Rotary grants. The project must be sustainable after the funding period. Please discuss how this project will be maintained, and how it will be sustainable to benefit the community for many years to come. For example, who will take care of and fund any maintenance needs, is there training involved for those taking it over, and how will needed resources continue to be funded?
Cooperating Organizations:
Please list the details for all cooperating organizations that you are partnering with in this project. Although it is not required, it is recommended that your club work with a local organization. (You will need to append a required letter of support from each cooperating organization with your final report).
Implementation Plan:
Please provide a detailed step-by-step implementation plan for this project, including an estimated timeline with estimated dates from start to finish.
Step Three: The Budget
Click the Budget tab and complete the following:
Expected Expenses:
List all anticipated line-item expenses for this project, including those that will be funded outside of the District Grant funds.
Expected Income:
Please list separately all sources of income for this project, including local donations from your own Rotary Club, from Rotarians, or partnering organizations. Also, list the expected (match) funding from the District for this grant as a separate line item. Please note that the maximum District Grant funding is $3,000 for domestic grants and $5,000 for international grants.
Please check that your Expected Expenses and Expected Income Dollars match
Optional Step Four: Documents
Attach any related documents, such as proposals, quotes, project plans, etc.
This should include letters of support from cooperating organizations (see our example downloadable template), which are required to be submitted by the completion of the final report, but not required for application approval.
Step Five: Submitting the Application for Review
Once you have completed all of the necessary information, please notify your District Grants Committee contact that you are ready for the application to be reviewed and approved. Once the Grant is submitted for review, your District Grant Committee contact will communicate with you if there is any additional information needed for the Committee to evaluate your grant request.
