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MATCHING GRANTS
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Proposal & Pledge Tracking
System
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- Deadline for receipt by
mail: October 15, 2007.
- Deadline for receipt by
e-mail: October 22, 2007.
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| The Rotary Tri-District
Conference represents a tremendous opportunity
to bring proposing clubs and pledging clubs together
to create projects that represent the spirit
of Rotary in our three districts. The Tri-District
event serves as a clearinghouse for proposals
and pledges. |
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| The project and pledge
tracking system described in this document is
designed to streamline the proposing and pledging
process for the Tri-District conference. |
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| Forms for project fair use: |
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- Project Proposal form. A one-page summary
of the project to be distributed by proposing
clubs as a tool for selling their proposals.
- Project Signup form. A one-page form to
be used by pledging clubs for making commitments
to proposals.
- DDF Form for documenting district commitment
of DDF money.
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| Electronic formats for use by grants
teams and participants: |
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- A database or spreadsheet to track each
proposal and pledge.
- A consolidated Tri-District Conference
web page will display the status of each
proposal.
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How the System Will Work
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| Web Registration of projects: |
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- Clubs proposing projects will complete
the 1-page Project Proposal form available
on the tridistrict
website. The form can be directly e.mailed
to the Colorado Tridistrict team by pushing
the submit button. Clubs can also download
the form from the download
page of the site as a writable Acrobat
document. Writable Acrobat documents can
be printed, filled out by hand and mailed
to the Tridistrict host
team.
- We encourage clubs to fax or email the
completed project proposal form to their
district. international/foundation chair.
DGSC Mike
Lanham for 5470, DGSC
Robert Bovery for 5520, and DGSC Patricia
Legarda for 4110.
- The deadline for receipt by mail is October
15, 2007.
- The deadline for receipt by e-mail is October
22, 2007.
- District contacts will then fax or e-mail
the proposal forms to the Host District DGSC.
The Host DGSC will:
| a. Assign a proposal number to
the form. |
| b. Scan the form into an Acrobat
document with the proposal number
as the document file name. |
| c. 3-hole punch and keep one copy
in a master notebook. |
| d. Log the project proposal into
a spreadsheet. |
| e. E-mail to each DGSC the completed
and numbered project proposal forms. |
| f. The Host DGSC will post the
completed and numbered project on
the website. |
| g. The Host DGSC will notify registering
clubs of the posting of their project
on the website. |
- Although we encourage clubs to submit their
proposal forms by the deadline, clubs may
print the form and fill it out by hand and
bring it to the Tri-District Conference,
or fill it out at the conference.
- Pre-registered Proposing clubs will bring
twenty photocopies of their numbered proposal
form for use in soliciting pledges at the
conference.
- District Grant and/or Foundation Committees
will document each district’s DDF commitment
on the Commitment for Matching Grant form.
- Prior to the end of the project fair, all
DGSC will meet to confirm DDF commitments,
projects funded and exchange information
on incomplete project proposals.
- After the conference, the collected data
will be posted on the rotarytridistrict.org website
for tracking proposal status until assigned
a matching grant number or time allowed for
paperwork completion runs out.
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Check the Grant-writing
- step by step - process guide (PDF) on
the download page |
