Is your Club considering a District Grant application?
Here is some information to help.
DISTRICT GRANTS FUNDING
Did you know that donations to our charity, The Rotary Foundation, by Clubs or individuals makes funding for District Grants possible?
PROJECT ELIGIBILITY.
Before you start preparing your grant application, check the eligibility of your proposed project.
District Grant funds cannot be used for the items or activities shown in APPENDIX 1 at the end of these notes.
NOTE THE GRANT MANAGEMENT QUALIFICATION REQUIRED
When applying for any Rotary International Foundation District Grant, ensure that the Club Project contact person and the Club Treasurer club are appropriately trained and can communicate foundation grant requirements to members in the club.
This training and qualification can be achieved by these Club members completing the Grants Management Seminar training modules in the My Rotary Learning Centre.
To access the Grants Management Seminar, refer to APPENDIX 2 at the end of these notes.
Your qualified members are to be identified in your grant application together with copies of their course completion certificates.
GENERAL DISTRICT GRANT INFORMATION
Grant Applications close on 31 May 2026.
District Grants fund short-term activities and projects - either local or international - that support one or a number of the Rotary Foundation’s Areas of Focus.
It is recommended that a Club might seek a District grant in the order of $5,000. However, an application from a Club seeking more than $5,000 may be considered on its merits. If two or more Clubs submit a joint application, the $5,000 limit applies to each Club.
Clubs can submit up to three applications per year, but they must be prioritised.
Normally, Grant funding will be allocated to clubs on a reimbursement basis. This means that Clubs must be in a financial position to cover the cost of the project. Grant reimbursement would then be made after receipt of the Final Report by the Grants Committee.
However, Clubs may submit a request for progress funding as part of their application, along with a justification for that request.
Grant approvals will be dependent on the RI grant funding available.
GRANT APPLICATION ASSESSMENT
The District Grant Sub-Committee will consider applications on a club-by-club basis, based on the following criteria and will be at the full discretion of the Committee
- The Club's project eligibility,
- The Club’s support of the Rotary Foundation in their annual giving
- The Club’s Grant Application documentation
- The Club’s justification for requesting progress funding if requested in their application.
- the Club’s contribution to the project (financial or in-kind),
- The Club’s history with respect to proper Grant management
- the merit, benefits and sustainability of the project, and ongoing community benefits.
GRANT APPLICATION DOCUMENTS REQUIRED
The following documents are required to be submitted for your application to be considered by the District Grants Committee:
- A fully completed Grant Application Form
- A signed copy of the Grant Information form
- A signed copy of The Rotary Foundation (TRF) Memorandum of Understanding ( MOU)
- A signed copy of Club Financial Management Plan
- Both Grant Management Seminar Completion certificates
The Grant documents below are able to be downloaded: (In Blue)
DISTRICT 9620 CLUB MEMORANDUM OF UNDERSTANDING (MOU)
Note that the current Club President and President-Elect must sign both the Club MOU and the Club Financial Management Plan.
REPORTING
Quarterly Progress Reports are required to be submitted by October 31, January 31 and April 30. These are used by District Grant Committee to monitor project progress and identify and address any problems that may need action.
A Final Report and associated financial information are required on completion of the project or by 31 May 2027 at the latest.
The Progress and Final reports / payment request forms below can be downloaded. (In Blue)
DISTRICT GRANTS AUDIT
Grant documentation of a number of projects (including the Reports noted) is subject to an audit at the completion of the project and this will be done by PDG Sue Mulraney.
Clear Final Report documentation and associated financial information from Clubs will ensure that no problems arise as a result of this audit and we keep PDG Sue happy.
In preparing for this audit, the Committee must ensure that there is a clear ‘paper trail’ of grant funds through the project.
This requires all project relevant financial documentation to be provided which shows funds going from the Club’s account and being received by the nominated end user/s.
Financial documents for any overseas projects need to be converted to Australian currency ($A) if different currencies apply in the project area.
DISTRICT GRANT MANAGEMENT PLAN
The District Foundation Committee has prepared a DISTRICT 9620 GRANT MANAGEMENT PLAN which covers the District requirements for management of both Global and District Grants. This document can be downloaded for additional information.
NEED MORE INFORMATION?
If you have any queries about making a District Grant application, please contact District 9620 Grants Sub-committee Chairman David Kearney at d9620districtgrants@gmail.com
APPENDIX 1
District Grant funds cannot be used for the following:
Continuous or excessive support for any one beneficiary or entity without good reason
Establishment of a foundation, permanent trust, or long-term interest-bearing account
The benefit of an individual Rotarian of for the running costs of a Rotary Club.
The operation of another Charity
Purchase of land or buildings
Fundraising activities
Expenses related to Rotary events such as conferences, conventions, public relations activities
Funding for attendance at YEP
Project signs that cost more than $1,000
The operating, administrative or indirect program expenses of another organisation
Unrestricted cash donations to a beneficiary
Activities for which the cost has already been incurred
Transportation of vaccines over national borders
Travel to national immunisation days
Study at a university that hosts a rotary peace centre in the same or similar academic program as Rotary Peace Fellows
APPENDIX 2
To access the Grant Management seminar for Club qualification, suggest following these steps:
1. Log in to My Rotary
2. Open Knowledge and Resources tab
3. Open Learning Centre tab
4. Open View Rotary Foundation Courses
5. Open Grant Management Seminar
Complete the modules noted. Ensure you do module 10 which provides a Course Completion Certificate.
Submit Course Completion Certificates with your Grant Application