Grants Handbook 2018-19

This is the full Grants Manual for our District for 2018-19

This is the full Grants Manual for our District for 2018-19













Updated July 2018


This handbook outlines for Clubs in District 1175 how their plans for projects, at home or abroad, might be enhanced by a Grant from the Rotary Foundation.  It also provides details on how to apply for Grants.  The authoritative references are ‘Terms and Conditions for Rotary Foundation District Grants and Global Grants’ and ‘The Grant Management Manual’ both available on the RI website


Table of Contents


1.      Introduction. 3

2.      District Designated Fund (DDF) 3

3.      Currency. 3

4.      Grants from The Rotary Foundation. 3

a. District Grants. 3

b. Global Grants. 4

5.      Qualification. 5

6.      Vocational Training Teams. 5

7.      Timetable for Applications. 6

8.      Qualified Clubs 2018-19. 7



A.             Memorandum of Understanding

B.             District Grant - Outline Application Form

C.             District Grant - Full Application Form

D.             District Grant - Report Form

E.              Global Grant - First Step Application Form

John James

Mounts Bay RC

Chair, D1175 Rotary Foundation Committee

Ron Dickerson

Roborough RC

Chair, D1175 Foundation Grants Sub-Committee


Jim Cobley

Otter Valley RC

D1175 Foundation Grants Sub-Committee

David Pritchard

Torquay RC

D1175 Foundation Treasurer





1.     Introduction

Rotary International’s reputation as the world’s leading service organisation is built on Rotarians’ motivation, capacity and ability to deliver and participate in sustainable projects that meet the needs of people in communities across the world.

The Rotary Foundation (TRF) is a Charitable Foundation – OUR charity, financed by donations from Rotarians and their supporters, whose purpose is to distribute funds to Rotary clubs and Districts to enable them to do what Rotarians do best – organising and managing projects at home and overseas, delivering ‘Service above Self’ and doing good in the world.

Rotarians are well known for raising funds for projects, but TRF provides grants that can be used to make club funds go further.

2.     District Designated Fund (DDF)

The DDF is a fund managed by the District.  Each year Districts receive 50% of the total donations that the District’s Clubs made to TRF’s Annual Fund three years before, which is added to the DDF.  In 2015-16 D1175’s clubs donated $131,658 to get back $65,829 in this year 2018-19.

Funds from the DDF are made available to qualified clubs to support their planned District and Global Grant funded projects.  Funds are made quickly available to clubs for their projects – there is no three-year delay.

TRF retains the other 50% of all Districts’ donations in its World Fund, to which all clubs have access in support of their Global Grant projects.

District 1175’s policy is to allocate the maximum allowed 50% of its annual DDF allocation to support District Grant projects ($32,914) and 50% to support Global Grant projects. Inevitably, this places a limit on the number of applications that can be approved.

3.     Currency

All transactions connected with TRF are expressed in US dollars, and converted into a club’s own national currency as and when required.  This means that the amounts of donations and allocations to projects in local currencies may vary – up or down, as the Rotary official exchange rates vary, and as projects move from planning to implementation.


4.     Grants from The Rotary Foundation

TRF makes two types of grant available – District Grants and Global Grants.  District Grants are approved by the District Foundation Grants Sub-Committee (DFGS-C); Global Grants are approved by TRF with the support and advice of the DFGS-C.

a. District Grants

·           Support local and international humanitarian projects, typically costing up to about £3,000, although they may cost more.

·           Projects funded by District Grants must meet the mission of The Rotary Foundation – to enable Rotarians to advance world understanding and peace through the improvement of health, the support of education and the alleviation of poverty.

·           Projects must be sustainable and achieve identifiable and measurable outcomes.

·           Rotarians must be actively involved in the delivery of the project.

·           Subject to approval, the DFGS-C will award a District Grant of up to 50% of the project cost subject to a maximum of £1,000, the balance being provided from the club’s own funds.

·           A final report of the project, or an interim statement, must be submitted to the District Foundation Grants Sub-Committee within six months of receiving a grant.

A club identifies a need for hospital equipment in a local therapeutic centre for children and families, which cannot be supplied by the NHS.  The cost of the equipment is £2,060 and the club seeks a District Grant of £850 ($1,328), which is granted.

Club members undertake to supervise installation and use of the equipment, and to publicise Rotary’s part in its provision.  They will also assess the long-term benefits to the community.


b. Global Grants

·           Support larger projects usually, though not exclusively, located in another country, costing $35,000 or more.

·           Projects funded by Global Grants must address at least one of TRF’s six Areas of Focus:

ð  Peace and conflict prevention/resolution

ð  Disease prevention and treatment

ð  Water and sanitation

ð  Maternal and Child health

ð  Basic Education and Literacy

ð  Economic and community development

·           Projects must be sustainable and achieve identifiable and measurable outcomes.

·           At least two clubs must work in partnership on a Global Grant funded project: one club, the host partner, based in the District or geographical area where the project will be delivered; the other club, the international partner, usually based in D1175.  Although this is the conventional arrangement, there is no reason why a D1175 club cannot be the Host Partner.

·           Rotarians must be actively involved in the delivery of the project.

·           Depending on the size of the District Designated Fund, and subject to approval by The Rotary Foundation, the District Foundation Grants Sub-Committee will usually award a sum of between $3,000 and $10,000.  The Rotary Foundation will award a Global Grant of at least $15,000 and up to $200,000, depending on the amounts from both clubs and their Districts’ District Designated Funds.

·           The outcomes of the project must be reported within one year of receiving a grant.







A club establishes a working relationship with a club in KwaZulu Natal (D9270) who tell them about the need for improved irrigation in small farms in local black townships, explain the benefits that local farmers will enjoy and seek their support.  The cost of installation, by a local engineering company, is assessed at $38,000, after conversion from South African Rand.


The D9270 club (the host partner) will supervise the installation, its use, assess and measure the outcomes and ensure that the provision will continue to be used effectively.  They will report regularly to the D1175 club (the international partner).  A joint report on the project will be submitted after one year, and it will outline how the irrigation systems will continue to be used effectively by the local farmers for many years, and indicate how their crop yields have increased.


The host partner has $6,000 available and its District will allocate $5,600 from its DDF.  The international partner, with financial support from several of its neighbouring clubs, is prepared to contribute $5,200 (£3,330) and D1175 will allocate a further $5,000 from its DDF.  These amounts, supported by a Global Grant from TRF’s World Fund, which matches these contributions at 50% and 100% respectively, will finance the project:


                                                                               Global Grant


Host club                             $6,000                       $3,000               (at 50%)

DDF from D9270               $5,600                       $5,600               (at 100%)


International club            $5,200                       $2,600               (at 50%)

DDF from D1175               $5,000                       $5,000               (at 100%)


                Total                     $21,800     $16,200             $38,000


Each club’s contribution has been ‘multiplied’ by a factor of more than six.


5.     Qualification

To be eligible for either District or Global Grants clubs must be qualified.  A list of clubs qualified to apply for District and Global Grants in 2018-19 is shown on page 7.

A Memorandum of Understanding (Appendix A), must be signed and forwarded to the District Foundation Grants Sub-Committee, along with the draft application form.

6.     Vocational Training Teams

A Vocational Training Team (VTT) of professionals may be appointed and, supported by a Global Grant, visit a host District for several weeks to build skills within its community by teaching local professionals in their particular expertise in response to a local need.  Doctors, nurses, teachers and engineers are the most common professionals appointed to VTTs.

A VTT may be multi-vocational but must share a common purpose in support of an Area of Focus.  Each team must consist of a minimum of one Rotarian team leader and up to three non-Rotarian team members with no maximum limit of participants.  There are no age restrictions on participants or time restrictions on lengths of stays in the host District.

7.     Timetable for Applications

Golden Rule

Keep the District Foundation Grants Sub-Committee informed at all times - they are there to help


District Grants


Club president and Foundation Chair for the following Rotary Year seek club qualification for the new Rotary Year.

By 31st Oct

Clubs submit Memorandum of Understanding (Appendix A) plus brief outline proposal of application for District Grant (Appendix B)

By 15th November

District Foundation Grants Sub-Committee (DFGSC) assesses all outline proposals. Provisional authorisation is given to all proposals that meet the Criteria. Some proposals may be referred back to clubs for clarification. Depending on funds available a cap on grants may be imposed.


DFGSC consolidates all grants into a single application and applies to The Rotary Foundation for authorisation.

Nov - Feb

Clubs whose proposals have been approved are requested to submit full District Grant applications (Appendix C). Some applications may be referred back to clubs for clarification.

Nov - Feb

District Grants issued.

Within six months

All clubs in receipt of District Grants must submit an interim or final report within six months.

Note. A project for which a District Grant is approved may only be started when the promoting club has received its District Grant. However, in exceptional circumstances, and only with the approval of the District Grants Sub-Committee, a club may begin a project between 1 July and 31st October, after submission of an outline application.  Under these circumstances it will not be possible for the club to be advised of the amount of grant that will subsequently be paid, as the full situation with respect to demand for grants will not be known till then.


Global Grants


Club president and Foundation Chair for the following Rotary Year seek club qualification for the new Rotary Year.

At any time

Clubs submit Memorandum of Understanding (Appendix A) plus first step application for a Global Grant (Appendix D).

At any time

The DFGSC notifies the Club of support, or not.  It then sets aside funds from the District Designated Fund (DDF) and authorises the Club to proceed with an on-line application to The Rotary Foundation.

At any time

An on-line application to The Rotary Foundation for a Global Grant cannot be submitted until:
i) it has been approved by the District Governors of both the Host and International Districts; and

ii) the allocation of funds from both District Designated Funds has been authorised. Authorisation is required from the District Governors and the Chairs of the District Foundation Committees (all authorisations are completed on-line). 


The Rotary Foundation will advise on the progress of a Grant application.

Approval of an application may take up to six months.


8.     Qualified Clubs 2018-19


Following attendance at a Rotary Foundation Seminar in April 2018 or a special club talk by the DRFC during the last Rotary year, the clubs listed below are qualified to apply for District and Global Grants in Rotary Year 2018-19.


Ashburton & Buckfastleigh


Barnstaple Link


Bideford Bridge

Braunton Caen



Crediton Boniface

Dartmoor Vale


Dawlish Water

Exe Valley


Exeter Southernhay

Exmouth & District

Exmouth Raleigh




Ilfracombe Compass


Looe Valley

Mounts Bay


Newton Abbot

Otter Valley



Plymouth Mayflower


Preston (Torbay)




Saltram Plympton


Seaton & District

Sid Valley

St Austell

St Austell Bay

St Columb















Ron DickersonContact Ron Dickerson about this page:

(ALL fields required)

Grants Handbook 2018-19 pages:

Appendix E GG outline application

Let us know when you are considering undertaking a Global Grant project, as you will need to know that there are funds from District available in the form of DDF. Speak to us first, then complete this form to ensure your project is in the pipeline.


Appendix D DG report

This report should be completed and sent back to Rtn Ron Dickerson as soon as the District Grant has been completed.


Appendix C DG full application

The full application should be returned to Ron Dickerson or Jim Cobley once you have received confirmation to go ahead.


Appendix B DG outline application

All clubs requesting a District Grant for 2018-19 should complete and return this form by 31st October.


Appendix A Club MoU

This is the Club Memorandum of Understanding


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