How to Apply for and Manage a District Grant
1. Grants Management Qualification
The first step in applying for any Rotary International Foundation District grant is to 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 training modules in the My Rotary Learning Centre.
Your qualified members are to be identified in your grant application together with copies of their course completion certificates.
2. Sign the Club TRF MOU and Club Financial Management Plan
Before applying for a district or global grant, your club must agree to implement the financial and stewardship requirements in this MOU provided by The Rotary Foundation (TRF). The district may also establish additional requirements for club qualification and/or require its clubs to be qualified in order to participate in district grants. By completing these requirements, the club becomes qualified and eligible to participate in Rotary grants.
In addition, the President and President-Elect must sign the Club Financial Management Plan.
CLUB MEMORANDUM OF UNDERSTANDING RESOURCES
CLUB MEMORANDUM OF UNDERSTANDING WORKSHEET
DISTRICT 9620 CLUB MEMORANDUM OF UNDERSTANDING (to be signed each Rotary year by club President and President-Elect)
DISTRICT 9620 CLUB FINANCIAL MANAGEMENT PLAN
DISTRICT GRANT APPLICATION FORM 2025-2026
3. Additional Grant information.
1. District Grants fund short-term activities and projects - either local or international - that support The Foundation’s Mission
2. Grants are approved on the basis of:
a. the Club's eligibility,
b. the Club’s contribution to the project (financial or in-kind),
c. the merit and benefits of the project, and any ongoing community benefits.
3. Grant Applications close on 31 May 2025
4. Clubs can submit up to three applications per year, but they must be prioritised
5. It is recommended that a Club should 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.
6. Normally, Grant funding will be allocated to clubs on a reimbursement basis. However, clubs, as part of their application, may submit a request for funding in advance along with a justification for that request. The Committee will consider such requests on a club-by-club basis, based on the following criteria and at the full discretion of the Committee (clubs should not assume approval of payment in advance):
a. The Club’s Grant Management Plan.
b. The Club’s justification for requesting advanced funding as provided in their application.
c. The Club’s history with respect to proper Grant management
Please also refer to the DISTRICT 9620 GRANT MANAGEMENT PLAN which can be downloaded below.
4. Reporting
- Upon completion of the project, audit requirements specify that Clubs are to provide receipts for expenditure of Grant funds. Receipts must include date of expenditure
- A full and documented report of the project / activity is to be received by The Rotary Foundation Committee within 30 days of completion, with quality photographs where appropriate but in any case prior to the 31 May.
- Rotary District 9620 has prepared a District Grant Final Report Template that can be used to prepare reports and help you to ensure that all necessary information is covered.