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TERMS AND CONDITIONS
OF A MATCHING GRANT AWARD
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| YOU MUST AGREE TO THE
FOLLOWING TRUSTEE REQUIREMENTS PRIOR TO
THE IMPLEMENTATION OF YOUR MATCHING GRANT |
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| 1 Matching
Grant Criteria: |
| Matching Grants support the
international service projects of Rotarians.
Matching Grants projects are based on international
partnership: Rotary clubs or districts
in at least two countries (a partner outside
of the project country and a partner within
the project country) must work together
to plan, implement, and complete the project.
Each grant must: |
- A. Assist
in the development of stronger Rotary
networks as clubs from different nations
work together to implement projects
that have been initiated by a Rotary
club in a project location, with the
aim of providing sustainable development;
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- B. Be submitted
according to the Matching Grants Business
Cycle;
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- C. Be implemented
after the grant application is approved
by the Foundation.
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| II. Rotarian Involvement: |
| Rotarians from both partner
clubs/districts must be actively involved
in each Matching Grant project, and are
responsible to The Rotary Foundation (TRF)
for the conduct of the project and for
reporting on it. Rotarian activities in
relation to the grant project must be reported
to TRF. The required Rotarian activities
are as follows: |
- A. Matching
Grants (US$5,000-25,000):
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| 1. Maintain
communication and dialogue for the life
of the project |
| 2. Establish
a committee of at least 3 Rotarians for
both host and international partners |
| 3. Jointly
assess community needs and plan the project. |
| 4. Provide
a paragraph outlining all non-financial
participation |
| 5.
Visit the project site on an as-needed
basis. The international partner must share
information via correspondence or by visiting
the project site. |
- B. Competitive
Matching Grants (US$25,001-150,000):
All of the above and
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| 1. Provide
evidence of a community needs assessment |
| 2. Provide
information indicating how the project
is viable and will be maintained; and |
| 3. Provide
evidence of community involvement and ownership |
| The following are suggested
additional activities for both partner
Rotary clubs/districts: |
- • Manage grant funds
- • Promote the project to local
media and at Rotary district and
zone meetings
- • Provide technical expertise in
implementation of project
- • Design or assist in design of
project
- • Travel to work with project community
or share technology and expertise
at project site
- • Donate or seek out donations
of money beyond the matching amount,
or goods and services
- • Promote the project to local
media and at Rotary district or zone
meetings
- • Attend major project events and
ceremonies, where feasible
- • Share expertise and technology
via correspondence
- • Arrange shipping supplies, equipment,
or materials to project country
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| III. Partner Contributions: |
| The following information applies
to all partner contributions: |
- A. Matching
Grant partner contributions are considered
restricted giving to TRF and are not
included in district contribution totals;
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- B. Paul Harris
Fellow (PHF) Recognition Credit will
only be granted for sponsor contributions
sent to TRF, RI’s international
office(s) or fiscal agent(s); and PHF
Recognition Credit will not be granted
for sponsor contributions sent directly
to the project;
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- C. Partner
contributions above and beyond the
amount specified in the Matching Grant
Agreement and sent to TRF, RI’s
international office(s), or its fiscal
agent(s) will be credited as Annual
Giving and will not be forwarded to
the project (such contributions will
be included in district contribution
totals); and
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- D. Contributions
sent to TRF prior to Trustee approval
of the Matching Grant may not be available
for a specific grant.
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- E. Contributions
from the participating clubs/districts
must be at least equal to the amount
being requested from TRF. In addition,
a significant portion of the contributions
must come from outside the project
site country.
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- F. Cash contributions
are matched at 0.5:1; SHARE DDF contributions
are matched at 1:1.
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- G. Project
budgets can be supplemented by funds
from non-Rotary sources; however, TRF
cannot match such funds. TRF will only
match funds contributed by Rotary clubs/districts.
In addition, TRF will not match the
value of any goods or services donated
to the project.
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| Note: a minimum contribution
of US$100 is required for all host partners. |
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| IV. Matching Grant Funding
and Payment: |
| Matching Grant funds will not
be released until all of the following
conditions are met: |
- A. TRF has
received a signed Matching Grant Agreement
Form from the primary partner Rotary
clubs/districts (signed by the club
president or district grants subcommittee
chairperson, as appropriate);
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- B. The sponsor
contributions have been received either
by TRF, RI’s international office(s),
its fiscal agent(s) or deposited into
a Rotary club/district-controlled account
or otherwise sent to the project directly
(documentation verifying this must
be provided);
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- C. TRF has
received information regarding an appropriate
payee for the grant. Please know that: • Matching
Grants must be paid to a Rotary club/district-controlled
account, provided the account has at
least two signatories • Matching
Grants will not be paid to an individual,
cooperating organization or beneficiary.
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| V. Stewardship of TRF Funds |
| Matching Grant awardees must: |
- A. Treat
TRF grant funds as a sacred trust to
be constantly safeguarded from loss,
misuse, or diversion;
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- B. Assure
competent and thorough oversight of
the project with clear delineation
of responsibility;
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- C. Use grant
funds only for eligible purposes as
outlined in the TRF established grant
criteria and detailed on the approved
project budget, which shall be strictly
interpreted:
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1. Any
deviation from the approved budget
or changes in the implementation
of the project must receive prior
written authorization from TRF;
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2. Funds
expended on unapproved or ineligible
items and/or for unapproved or
ineligible purposes must be refunded
to TRF.
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- D. Conduct
all financial transactions and project
activity relating to the grant at least
at the level of standard business practices
and always in consonance with the “Declaration
of Rotarians in Business and Professions” and
in the full spirit of “The Four
Way Test.” This requires:
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1. Maintaining
regular accounts of all transactions,
retaining original receipts and invoices
for a minimum of three years; and
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2. Establishing
an inventory system for the control
of equipment purchased with grant
funds.
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| Exercise the highest care
to the prevention of even the appearance
that TRF grant funds are being used in
an improper manner. Such care is expected
to go beyond that afforded to the use
of private or corporate funds; |
- F. Report
immediately any irregularity in grant
related activity to TRF;
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- G. Return
any unused funds and/or interest earned
at the completion of the project to
TRF.
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| VI. Reporting and Auditing
Requirements |
| TRF Trustees require Matching
Grant awardees to adhere to the following: |
- A. Submit progress and
final reports:
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| 1. Progress
reports are required every twelve months
during the project’s implementation,
detailing the project’s progress.
Final reports are due within two months
of the project’s completion. Both
progress and final reports must include: |
- A. Detailed
description of the project
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- • Manage the project on-site
- • Form a Rotary Community Corps
which supports aspects of the project
- • Provide volunteer service and
train volunteers
- • Donate or seek out donations
of money, goods, and services to
continue or expand project
- • Act as liaison with government
agencies and customs officials
- • Provide representation on central
project committee with cooperating
organizations/government agencies
- • How Rotarians from the International
Partner club/district participated
in the project
- • How Rotarians from the Host Partner
club/district participated in the
project
- • A full description of Rotarian
oversight and management
- • A statement of income and expense
- • A bank statement which correlates
to the statement of income and expenses
- • Receipts appropriately cross-referenced
to statement of income and expense
- • A narrative statement about the
beneficiary
- • The role of the cooperating organization
(if applicable)
- • Photo proof that shelter recipients
are occupying the homes (Low Cost
Shelter projects only)
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| New applications will be
returned without processing if project
partners have not provided progress reports
for a current Matching Grant or have
overdue final reports. This will affect
both the international partner and the
host partner in the project country. |
- B. Provide
an Annual Independent Financial Review
(encouraged for all grant awardees,
required for grants in the amount
of US$25,001 or more):
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- Independent annual reviews must
be carried out by an appropriately
licensed, charted, or certified “accountant” or “accounting
firm” which has no direct linkages
with the project to be examined. The
appointment of such an independent
accounting firm or accountant must
be made by the District Governor of
the project district (where the funds
were sent). TRF reserves the right
to appoint the independent annual reviewer
as necessary.
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- The agreed-upon procedures for the
independent annual review must include
the following:
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a) An examination
and certification of the opening
and closing balances of all project
funds;
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b) A determination
of whether the funds received for
the project were expended for the
intended purpose and, if not, why
not
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c) An examination
of the accounts for all funds received
and expended to determine if they
were maintained according to standard
business practices, including a standard
set of accounts which records all
receipts and disbursements by date,
amounts, and purpose as well as a
determination to ensure funds were
expended in a manner consistent with
the Terms and Conditions of the grant
award;
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d) A determination
of whether an inventory of all assets
has been maintained;
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e) An examination of expenditures
to ensure funds used for intended
purpose, proper records maintained
and a system of controls over expenditure
is in place i.e., whether there are
at least two signatories on each
account; receipts are maintained
for all expenditures over US$25;
identify purchasing procedure used
(competitive bidding is encouraged
where appropriate); and that all
project activities, including the
conversion of funds, are in accordance
with local laws and regulations;
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f) A determination
of whether the accounts were reconciled
in a timely manner and certification
of the opening and closing balances
of all project funds and bank statements
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| The independent annual
review must be submitted to The Rotary
Foundation no later than 15 months after
the first payment is received and every
twelve months thereafter until the project
partners are notified that the grant
period of the project is officially completed. |
- C. Cooperate
with TRF Audits.
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| 1. TRF
reserves the right to conduct an audit
of or send a monitor to any grant, regardless
of size, at any time. A monitor is required
for those grants in the amount of US$50,001
or more. |
| 2. In
addition, TRF reserves the right to review
the project at any time, require the submission
of additional documentation, and suspend
any or all payments if in its sole discretion
progress is not considered to be satisfactory. |
| 3. The
sponsoring club or district will maintain
detailed, accurate, and complete financial
records throughout the life of the grant
and for a period of three years after the
grant closure date. These financial records
would include copies of receipts, canceled
checks, invoices, etc. |
| 4. The
responsibility for annual independent annual
reviews for all grants, rests with the
primary partner, the cost of which may
be shared among all sponsoring Rotary clubs,
Rotary districts or other grantees. For
those grants above US$25,001, if the grantees
cannot provide for these costs, they may
apply for up to US$500 per year for the
life of the project for this purpose. |
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| VII. Appropriate Grant Implementation |
- A. The use
of grant funds from TRF must:
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| 1. Address
a humanitarian condition that benefits
a community in need. |
| 2. Have
significant Rotarian involvement and visible
Rotary identification. |
| 3. Demonstrably
benefit no less than six individuals directly. |
| 4. Benefit
the recipient community as a whole. The
project must not be designed to help any
individual(s) to obtain an academic degree
or professional advancement, or for any
individual(s) to attend a seminar, conference
or international exchange. Projects can
involve educational training, but the training
must be short-term in nature and provide
for basic educational needs only. |
| 5. Not
involve the establishment of a permanent
foundation, trust, or permanent interest
bearing account. Grant projects can involve
the establishment of a revolving loan fund,
but must include training and detailed
information regarding recipient payback
schedules. |
| 6. Not
directly benefit a Rotarian; an employee
of a club, district or other Rotary entity,
or of Rotary International; or a spouse,
lineal descendant (child or grandchild
by blood or legally adopted child), a spouse
of a lineal descendant, or an ancestor
(parent or grandparent by blood) of any
living Rotarian or Rotary employee. |
| 7. Not
duplicate any existing Foundation or other
Rotary-sponsored program. |
| 8. Exclude
any liability to TRF to Rotary International
except for the amount of the grant. |
| 9. Be
consistent with the criteria, procedures,
and policies of the Polio Plus program
and the World Health Organization for projects
involving vaccines and immunizations. |
- B. Grant
funds cannot be used:
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| 1. For
the purchase of land and buildings. If
the grant depends upon the construction
of a building, the construction must be
funded by additional (that is non-matched)
club/district funds or funded by a cooperating
organization. TRF will not release grant
funds until such construction is completed; |
| 2. For
activities involving the construction of
any structure in which individuals live,
work, or engage in any gainful activity
(such as buildings, containers, and mobile
homes) or structures where individuals
carry out any type of activity including
manufacturing, processing, maintenance
and/or storage. The only exception to the
above guidelines is the funding of low
cost shelters for extremely underprivileged
families. Construction of infrastructure
such as service roads, wells, reservoirs,
dams, bridges, latrines, toilet blocks,
and water supplies and other similar structures
is acceptable; |
| 3. For
activities involving the renovation of
structures, including the provision of
new services or upgrade of utilities (i.e.
electrical and plumbing), in which individuals
live, work, or engage in any gainful activity
such as (buildings, containers, and mobile
homes) or structures where individuals
carry out any type of activity including
manufacturing, processing, maintenance,
and/or storage; |
| 4. For
salaries, stipends or honorariums for an
individual or individuals working for a
cooperating organization or beneficiary; |
| 5. To
support the operating or administrative
expenses of any organization; |
| 6. For
post-secondary education activities, research,
or personal or professional development; |
| 7. For
excessive support of any one beneficiary,
cooperating organization, or project. |
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| VIII. Time Limits. |
| TRF has established deadlines
for the payment and implementation of Humanitarian
Grants. Therefore, |
- A. If a pending
Matching Grant project file remains
unapproved for more than six months,
the grant will be withdrawn.
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- B. If an
approved Matching Grant project file
remains unpaid for more than six months,
the grant is cancelled.
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- C. If a paid
Matching Grant project file is not
implemented within twelve months, the
grant is cancelled and sponsors will
be required to return the funds.
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| IX. Cooperating Organizations. |
| A grant conducted in cooperation
with another organization must meet the
following conditions: |
- A. The Rotary
partner(s) must clearly demonstrate
that the project is initiated, controlled
and conducted by the Rotary clubs or
districts involved; Rotarians must
participate in giving their time, resources,
and personal involvement to the project.
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- B. Both the
international partner and the local
Rotary clubs or district (where appropriate)
must have knowledge of the cooperating
organization and provide a letter of
endorsement for the organization which
states that it is reputable and responsible,
and that the organization is registered
and acts within the laws of the project
country.
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- C. The organization
cooperating in such projects must agree
to participate and cooperate in any
financial review of activities connected
with the project.
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- D. An annual
limit of eight grants can be made in
cooperation with another organization.
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| XI. The Rotary Foundation’s
Policies on Population Growth and Development. |
| The Rotary Foundation (TRF)
supports the programs of Rotary International,
including their aims and objectives with
respect to RI’s statement on Population
Growth and Development. Matching Grant
funds may be used to support the following
types of population growth projects: |
- A. Pre-natal
medications/vitamins
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- C. Newborn
baby screenings
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- D. Surgical
instruments to help with births
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- F. Ultrasound
equipment (as long as it is used for
diagnosing and treating patients)
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- G. Education
and Training
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- H. Public
health education
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- I. Family
planning training
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- J. Information
on sexually transmitted diseases
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- K. Community
health training
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- L. Balanced
diet and nutrition awareness
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| XII. Matching Grant Rotary
Name and Emblem Use Guidelines. |
| The following guidelines on
the use of the “Rotary” name
and emblem are RI policy. Please follow
them when naming your project and in any
literature you may develop. |
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| 1. The
RI Board has determined that any use of
the “Rotary” name without a
further qualifier, such as the name of
a Rotary club or a Rotary district, refers
to the international association, RI. |
| 2. New
project names or programs not under the
exclusive control of RI, when using the
name, "Rotary," must include
the name of the participating Rotary club(s)
or district(s) and should not use the name, "International." |
| 3. If
using the words, "Rotary," and "Foundation," these
words must not appear together, but must
be separated by additional identifying
information, such as the name of the participating
Rotary club(s) or district(s). |
| 4. Ongoing
programs not under the exclusive control
of RI and not conforming to these guidelines
should be renamed to provide this additional
identifying information (i.e. the name
of the participating Rotary club(s) or
district(s) must be included when using
the name “Rotary”). |
| 5. The
naming of any project that does not conform
to the guidelines must receive specific
RI Board approval. |
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| 1. The
Rotary Emblem, like the Rotary Name, represents
the international association, RI. |
| 2. Whenever
the Rotary Emblem is used for a project,
program or activity not under the exclusive
control of RI, the name of the participating
club(s) or district(s) should also be used
in addition to the emblem; should appear
directly adjacent to the emblem; and be
of a size of equal prominence to the emblem. |
| 3. Any
reproduction of the Rotary Emblem must
meet RI's proper emblem specifications.
(See the 2004 Manual of Procedure at Chapter
17. Camera-ready art can be obtained through
your Club and District Administration Supervisor.)
No alterations, modifications or obstructions
of the Rotary Emblem are permitted. The
emblem must be faithfully reproduced and
always appear in its entirety. |
| 4. The
RI Bylaws discourage any joint use of the
RI Emblem with the emblem or logo of another
organization (“The use of such name,
emblem, badge or other insignia in combination
with any other name or emblem is not recognized
by RI.” RI Bylaws, Article XVIII,
18.020.) |
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If you have questions,
please contact TRF at:
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Matching Grants Program
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The Rotary Foundation
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One Rotary Center
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1560 Sherman Avenue
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Evanston, Illinois 60201 USA
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Phone: (+1) 847 866-3000
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FAX: (+1) 866-97589
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E-mail: grants@rotaryintl.org
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