Global Grants: Moving from Good to Great
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Global grants support large international activities with sustainable, measurable outcomes in Rotary’s areas of focus. Hear an overview of global grants and the importance of Rotarian involvement in monitoring and evaluation. Learn about scholarships and how you can sponsor or host global grant scholars. By the end of the session you’ll understand the components of a quality project and be prepared to start your global grant application.
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Global Grants: Moving from Good to Great
- 1. 2016 ROTARY INTERNATIONAL CONVENTION Global Grants: Moving from Good to Great! Sushil Gupta, Moderator and Trustee Basu Dev Golyan, DRFC Abby McNear, Rotary Grants Manager
- 2. • By the end of this session: – You will understand the components of a high quality global grant project – You will understand how global grants can support scholarships – You will understand the importance of monitoring and evaluation to the success of a global grant project – You will be prepared to start your global grant application – You will know about some lessons learned from grant model evaluation OBJECTIVES
- 3. OVERVIEW OF GLOBAL GRANTS
- 4. • Large, long-term projects • Sustainable, measurable outcomes • Alignment with areas of focus • International partnership • $30,000 minimum budget • World Fund match GLOBAL GRANTS
- 5. SCHOLARSHIPS
- 6. • Peace and conflict prevention/resolution • Disease prevention and treatment • Water and sanitation • Maternal and child health • Basic education and literacy • Economic and community development AREAS OF FOCUS
- 7. GLOBAL GRANT – HUMANITARIAN PROJECT
- 8. GLOBAL GRANT – VOCATIONAL TRAINING TEAM
- 9. GLOBAL GRANT – SCHOLARSHIP
- 11. • Graduate-level • Study period 1-4 years • Alignment with the areas of focus • $30,000 minimum budget • Host and international sponsors GLOBAL GRANT SCHOLARSHIPS
- 12. • Applications accepted on rolling basis – Submitted at least 3 months before study start date • Clubs and districts may wish to set internal deadlines TIMELINES
- 13. SAMPLE TIMELINE Month Activity January Club and district leaders agree on internal procedures (application cycle, communication) Publicize opportunities (internally and externally) February Clubs and districts recruit outbound scholars Connect with partners about inbound scholars March Clubs and districts interview candidates Make preliminary decisions about which candidates to support and waitlist April Clubs inform district of candidates and ask for district support (including DDF, if desired) May Clubs and districts make final decisions about which candidates to support and waitlist Submit global grant applications online June Ongoing application submission, review, approval July Earliest that a 2016-17 scholar could receive payment
- 14. • Setting expectations with sponsors and scholars – Club and district priorities for scholarship types – Possible approval/denial by TRF COMMUNICATION
- 15. • Partnership with local universities • NGOs (Habitat for Humanity, Americorps Vista, etc.) • Establish and support an Alumni Association • Use returning scholars as recruiters IDENTIFYING SCHOLAR CANDIDATES
- 16. • Predeparture orientation • Scholar payment: – Setting payment expectations with sponsors – Completing online payment requirements – Authorizing the legal agreement – Paying scholar prior to departure PREPARING FOR SCHOLAR DEPARTURE
- 17. • Reports include: – Financial documentation (copies of receipts and bank statements) – Summary of research and how studies aligned with the area of focus • Overdue reporting can impact application approvals • Staying involved as alumni REPORTING REQUIREMENTS
- 19. • When you measure success, you can show that you made a difference • Quantifying project impact makes it easier to publicize accomplishments • Knowing the change you intend to measure is key to designing a sustainable project MONITORING AND EVALUATION
- 20. Here’s how to get started: • Consider the outcome you want your project to have in the community • Determine how that positive change can be measured • Refer to Global Grant Monitoring and Evaluation Supplement MONITORING AND EVALUATION
- 21. • Be specific about who will benefit from project and what benefits they will receive • Establish baseline data • Set benchmarks to measure progress during and after the project • Specify measurement methods • Create a timeline MONITORING AND EVALUATION
- 22. Sample monitoring and evaluation plan: MONITORING AND EVALUATION Measure Measurement method Measurement schedule Target Number of people with access to improved sources of drinking water Surveys/questionnaires Every six months 2,500+ Number of people with access to improved sanitation facilities Surveys/questionnaires Every six months 2,500+ Number of communities with a functioning governance committee in place Public records Every six months 1-19 Number of individuals trained Grant records and reports Every six months 100-499
- 23. • Monitoring and evaluation expenses should be included in every global grant budget • 5-10% of total project budget – Local travel – Services rendered by individual or agencies – Supplies MONITORING AND EVALUATION
- 24. GETTING STARTED
- 25. You’re interested in applying for a global grant. Where do you begin? GETTING STARTED
- 26. • Updated in December 2015 • Formerly Grant Management Manual • Comprehensive information about global grants • Best place to start! GUIDE TO GLOBAL GRANTS
- 27. F E W M A N T R A S O R T I P S F O R M O V I N G G L O B A L G R A N T F R O M G O O D T O G R E AT
- 28. 1. Project has to be need based and process led. Beneficiary has to be on the focal point. 2. Project should not be imposed as well as donor driven. Imposed project will not be sustained as the beneficiaries take it as a free gift. 3. Additional criteria may be developed for club qualification. District 3292; it has made mandatory to pass the project in TRF Committee in the club and get endorsed in board of the club. This brings transparency. 4. No conflict of interest shall be entertained. 5. Assign responsibility to all three members of the project contact team and the primary contact should copy all mail to other two members of the team. This will ensure continuity in the event the primary contact or other members of the team drop out for some reason FEW MANTRAS OR TIPS FOR MOVING GLOBAL GRANT FROM GOOD TO GREAT
- 29. 6. Proper stewardship is another key to moving from good to great. This will minimize overdue reporting 7. Need to understand that reporting affects the credibility not only of the club but of the district too. 8. Project overseeing by Rotarian is very important. Do not rely completely on the cooperating partners 9. Before applying for GG make sure to see all criteria are met to avoid frustrations if the GG is not approved or not authorized. 10. Do not take it for granted that if International partner authorizes your district should do it as well. FEW TIPS FOR MOVING GG FROM GOOD TO GREAT
- 30. 1 0 W AY S T O I M P R O V E Y O U R G L O B A L G R A N T A P P L I C AT I O N
- 31. 1. Conduct a thorough assessment of community strengths and needs 2. Based on community assessment, identify the most appropriate area of focus 3. Provide a detailed project implementation plan that encompasses all aspects of the proposed project activity 4. Provide a detailed listing of the specific tasks that both the host and international Rotarians will carry out 5. Provide a detailed budget with vendor information and information about how these vendors were selected 10 WAYS TO IMPROVE YOUR GLOBAL GRANT APPLICATION
- 32. 6. Clearly explain specific sustainability components 7. Include detailed information for each training opportunity presented in application 8. Include MOUs for each cooperating organization 9. Include specific information related to monitoring and evaluation 10. Complete the entire application 10 WAYS TO IMPROVE YOUR GLOBAL GRANT APPLICATION
- 33. Coming in the next few months…. • Significant updates to grant tool – Updated look – Streamlined process ONLINE GRANT TOOL
- 34. • Guide to Global Grants • www.rotary.org/grants • Regional Rotary Foundation Coordinators • Grants staff RESOURCES
- 35. OVERVIEW OF GRANT MODEL EVALUATION
- 36. • Comprehensive evaluation of Rotary grants • Studied: – Satisfaction – Training needs – Grant cycle times – Areas of Focus and programmatic issues – Online application process – Sustainability – Beneficiary impact GRANT MODEL EVALUATION
- 37. • 6,000 responses from 154 countries to 6 surveys • 169 Rotarians participated in focus groups • 63 Cadre conducted site visits of 109 grants • User testing of online application system • Sustainability check and beneficiary interviews conducted by Cadre and GfK, an outside consulting firm GRANT MODEL EVALUATION
- 38. SATISFACTION There is broad support for the current model and it is widely perceived as an improvement To what extent do you agree with the following? Strongly Agree Agree Somewhat Agree Somewhat Disagree Disagree Strongly Disagree 2015 30% 42% 18% 6% 3% 2% 2014 n/a 73% 22% 3% 2% n/a 2015 28% 36% 22% 8% 4% 2% 2014 n/a 63% 27% 7% 3% n/a I support the current grant model (the grant model that launched 1 July 2013 for all districts) The current grant model is an improvement over the former grant model 90% 95% 86% 90%
- 39. GRANT ACTIVITY 868 1078 785 492 489 442 0 200 400 600 800 1000 1200 2013-14 2014-15 2015-16*(asof31Mar2016) Global Launch (all districts) Global Grants District Grants 24%increase during 2014-15!
- 40. SUSTAINABILITY All sustainability categories show marked improvement in site visit and documentation scores over the comparable scores in 2012 pilot On a 1-4 point scale (1 least sustainable and 4 most sustainable): 2012 (Abt and Cadre) 2015 (GfK and Cadre) Global grants and matching grants average of 1.75* (below 2.50 midpoint) *Estimated 3.30 (blended rate between Cadre and GfK scores)
- 41. SUSTAINABILITY Key Themes Sustainability is an important improvement over the traditional grant model. “We’ve always been a big matching grants district. But they would be here, there and everywhere. You go back in three years, and maybe there’d be an old Rotary wheel in the trash heap from a well that went dry.” [Hawaii Focus Group] “I think, if done properly, it can make more impact in the communities that we want to help rather than the old grant model, which is not so focused on sustainability.” [Philippines Focus Group]
- 42. AREAS FOR IMPROVEMENT • Perceived lack of sufficient training resources • Lack of clarity about project eligibility in the ECD and BEL areas of focus • Clubs not receiving sufficient support early in the design phase of their projects • Data from technology research is being used to target areas of dissatisfaction with online tool
- 43. AREAS FOR IMPROVEMENT On 30 June, 63% of DRFCs and 84% of DGSCs will turn over only 3 years after launch 30June 2016 63% DRFC Turnover 84% DGSC Turnover
- 44. NEXT STEPS • Trustees studying results and collecting additional data to make adjustments • April 2017 further reporting from grant model evaluation • Committed to regular evaluation and seeking ways to improve the grant process for applicants and beneficiaries.
- 45. – You understand the components of a high quality global grant project. – You understand the importance of monitoring and evaluation to the success of a global grant project – You understand how global grants can support scholarships – You are prepared to start your global grant application – You are familiar with some of the lessons learned from the grant model evaluation OBJECTIVES - REVIEW
- 46. QUESTIONS?
- 47. Rate this session! Your feedback is valuable so remember to complete the brief session evaluation in the convention mobile app. To download the app, search for “Rotary Events” in your Apple or Android app store. This presentation and others from throughout the convention are available through the convention mobile app and on SlideShare at www.SlideShare.net/Rotary_International.
Editor's Notes
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- ABBY With the help of a global grant, Rotary clubs in Mexico and the U.S. funded a mobile wheelchair-repair clinic that enables local people with motor disabilities to find meaningful employment.
- ABBY Rotary clubs in Uganda and the USA used a global grant to furnish and equip the newly established Uganda Nursing School Bwindi. The grant also brought in a vocational training team to assist in implementing the curriculum and developing the faculty’s skills through instruction and mock classroom activities.
- ABBY Rotary clubs in Germany and England partnered to provide a global grant scholarship to Dr. Sven Jungmann, who received a Master of Public Policy at Oxford University in England.
- ABBY Global grants support scholarships for graduate students studying abroad in one of the six areas of focus. Scholarships range from one to four years and can include an entire degree program. Prospective scholars must show proof of admission to the chosen university before the grant will be approved. Global grant scholarships are funded using cash and/or the District Designated Fund, matched by the World Fund. The global grant budget must total at least US$30,000, but a scholarship may be a component of a larger grant application — for example, a scholarship plus a humanitarian project. All global grant projects, including scholarships, are sponsored by a club or district in the host (study) country and a club or district outside of the host country.
- ABBY Global grant applications are accepted on a rolling basis throughout the year, but for grants involving travel such as scholars or vocational training teams, the application must be submitted to TRF at least three months prior to the study start date. New this year, grant travelers, including scholars, now have the option of using either RITS or the agency of their choice to book their travel. These are the timelines put in place by TRF, but we encourage club and district leadership to work together to set their own internal deadlines as best suits the goals and schedules of your area.
- ABBY If you wish, your club and district leadership can agree to have an internal business cycle by which to accept and support scholar candidates, whether inbound or outbound. This is not a TRF requirement and the example we provide here is only a launching point for discussion. Here we have the conversation beginning in January 2016 for the 2016-17 Rotary year. Club and district timelines don’t have to necessarily align but it’s good to be aware of what everyone’s requiring, if anything. It is generally good practice to keep each other informed on any internal timelines you set. As with all areas, good communication amongst clubs and district is key.
- ABBY Generally, it is helpful to set expectations with sponsors and scholars prior to the application process. For example, does your club or district have any priorities on the types of scholars you would like to host or send as outbound scholars? Maybe your area is strong in one particular area of focus, and you would like to promote this. Or, alternatively, maybe you would like to send and receive scholars in a mix of different specialties. This is really up to clubs and district to decide and then communicate as needed with potential sponsors and scholar candidates. It’s also important to clearly communicate the possibility of a scholarship not being sponsored by your area, or not being approved by TRF.
- ABBY Now that you’ve set procedures for communication and timelines, the next step is identifying scholar candidates. Here are some strategies that you can use to find and recruit scholar candidates: Create partnerships with local universities Ask non-governmental organizations Establish and support an alumni association Use returning scholars as recruiters At the club or district level, you will want to set your criteria for scholar selection. You might also want to create an internal application and interview process. If eligibility of a candidate is uncertain, contact Foundation staff. Provide the candidate with a copy of the grant terms and conditions and the area of focus policy statements and ensure that s/he understands them.
- ABBY Once you’ve identified scholars and their applications have been approved, it is your job as scholarship sponsors to prepare the scholar for departure. First, it is important to have a scholar orientation. This can be done in-person or as an online course, depending on preferences. This can be an incredible resource for scholars prior to their departure. Secondly, we recommend setting payment expectations with sponsors and scholars at the very start of the application process, so that when it is approved, things can move as quickly as possible. Once an application is approved, the sponsors will need to provide bank signatory and account information in the online system. Depending on whether it is club or district sponsored, the Club President or district Rotary Foundation committee chair will need to authorize the legal agreement after application approval and prior to payment. This is also done within the online system. Payment to the scholar should be completed prior to departure so as not to put a financial burden on the scholar or Rotarian sponsors.
- ABBY As our final point about scholarships, let’s discuss reporting requirements. The club or district must keep copies of all receipts and bank statements related to the grant in accordance with the terms of qualification. For global grant scholars, the Foundation requires a copy of the bank statement showing that the funds were received and paid out. The global grant scholar must also provide a summary of research and show how their studies or research aligned with their area of focus. Remember that it’s important to stay up to date on reporting for scholarships. If your club or district has an overdue report, it will prevent you from submitting new applications. Also, please encourage scholarship recipients to stay involved as Rotary alumni. More information about alumni is available on Rotary’s website. Scholars can also join the Rotary Scholar Facebook page for their area of focus. This page can be used as a starting point for building networks within their field.
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- BASU After you’ve read through the Guide to Global Grants and decided that you want to apply for a grant, here are some tips that will help to improve your application.
- BASU After you’ve read through the Guide to Global Grants and decided that you want to apply for a grant, here are some tips that will help to improve your application.
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- BASU After you’ve read through the Guide to Global Grants and decided that you want to apply for a grant, here are some tips that will help to improve your application.
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- SUSHIL In the surveys administered through the grant model evaluation, several questions about satisfaction and support were asked. People were also asked to indicate their level of support for the new grant model 90% of respondents support the current grant model 86% agree the current grant model is an improvement over the former grant model. There is a slight decrease from 2014 The decrease may be partially explained by the timing of the surveys and the differences in the respondent pools. The 2014 survey was conducted 6 months after launch, when many Rotarians were still learning about the requirements and processes of the new model. The 2015 survey data reflects the experience of survey respondents after 2 years in the model It also includes the opinions of Rotarians with declined grants who tended to provide the lowest favorability ratings So, while the overall impressions of the Foundation and grant model are positive, a small percentage of respondents – less than 12% – remains dissatisfied or unwilling to support the new model.
- SUSHIL In just the first two years since the launch of the new grant model, we are seeing more participation in grants. This is similar to the trend we saw during the Future Vision pilot. As clubs learned more about the process and how to apply for grants, they became more active. We’ve seen a 24% increase in the number of grants awarded between 13-14 and 14-15 and we are on track to see another increase this Rotary year. However, the potential risk that we may soon have as many grant requests as we did under Matching Grants and the traditional grant model. We know that operationally this is not efficient, nor does it allow us to focus on improving the quality of the projects funded. We will also have to be concerned about the availability of World Fund to support projects as demand increases. So we need to continue to monitor this trend and consider how we maintain a focus on high quality projects in the areas of focus and creating a new grant type that allows us to fund fewer grants for much larger project of scale in each of the areas of focus.
- SUSHIL In 2012, during the pilot, Rotary hired the consulting firm Abt to evaluate the sustainability of global grant and matching grant projects. They were evaluated on a 4 point scale, 1 being the least sustainable and a 4 being the most sustainable. Abt developed a matrix that covers 8 different factors for sustainability, each factor has 15-30 questions that are asked of the project sponsors to test the sustainability of the project. In 2012, most of the projects scored below the midpoint with a 1.75. However, an important piece of learning was that those projects that had a cooperating organization involved scored much higher. GfK was retained in 2015 to work with the Cadre to conduct a second study of a much larger sample. GfK reviewed the grant files and site visit reports and provided a score and the Cadre did the same. The cadre was well-trained and effectively replicated the sustainability check methodology to score 76 global grant projects. Both cadre and GfK scored global grants similarly, thus validating the training quality. All the sustainability categories show marked improvement in site visit and documentation scores over the comparable scores generated during the 2012 Pilot. In 2015 the blended average between the Cadre and GfK scores was 3.30 GfK affirmed that Rotary’s sustainability framework emphasizes effective planning and measurement to ensure sustainable outcomes. GfK interviewed similar organizations seeking to achieve sustainable project outcomes. Their interviews indicate these organizations encounter many of the same challenges as Rotary in defining sustainability requirements and incorporating them into project design and measurement. The 2015 analysis serves as a new benchmark for sustainability of global grants
- SUSHIL Rotarians see the value of sustainability as part of the grant model and see it as an improvement over the traditional model. These are some comments from the focus groups.
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- SUSHIL In light of the high turnover of district officers on 1 July 2016, the staff will develop a communication plan to connect incoming DRFCs and DGSCs with the training resources they need in order to effectively transition into their new roles in July. It is important that to maintain the continuity in the districts.
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