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EMPAREJA
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| DEBES CONVENIR LOS REQUISITOS
SIGUIENTES DEL ADMINISTRADOR ANTES DE LA PUESTA
EN PRACTICA DE TU CONCESION QUE EMPAREJA |
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| 1 Criterios
de matching-grant que emparejan: |
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Las concesiones que emparejan
apoyan los proyectos internacionales del
servicio de Rotarians. Los proyectos de las
concesiones que emparejan se basan en sociedad
internacional: Los clubs rotatorios o los
districtos en por lo menos dos paises (socio
fuera del pais del proyecto y socio dentro
del pais del proyecto) deben trabajar juntos
para planear, para poner, y para terminar
el proyecto en ejecucion. Cada concesion
debe:
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- A. Asistir al desarrollo
de redes rotatorias mas fuertes como
los clubs de diversas naciones trabajan
juntos para poner los proyectos en ejecucion
que han sido iniciados por un club rotatorio
en una localizacion del proyecto, con
la puntería de proporcionar el desarrollo
sostenible;
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- B. Someterte
segun el ciclo de negocio de las concesiones
que empareja;
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- C. Ponerte
en ejecucion despues de que el uso de la
concesion sea aprobado por la Fundacion.
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| In English |
| II. Rotarian Involvement: |
| Rotarians from both partner clubs/districts
must be actively involved in each Matching
Grant project, and are responsible to The Rotary
Foundation (TRF) for the conduct of the project
and for reporting on it. Rotarian activities
in relation to the grant project must be reported
to TRF. The required Rotarian activities are
as follows: |
- A. Matching Grants
(US$5,000-25,000):
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| 1. Maintain
communication and dialogue for the life of
the project |
| 2. Establish
a committee of at least 3 Rotarians for both
host and international partners |
| 3. Jointly
assess community needs and plan the project. |
| 4. Provide
a paragraph outlining all non-financial participation |
| 5. Visit
the project site on an as-needed basis. The
international partner must share information
via correspondence or by visiting the project
site. |
- B. Competitive
Matching Grants (US$25,001-150,000): All
of the above and
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| 1. Provide
evidence of a community needs assessment |
| 2. Provide
information indicating how the project is viable
and will be maintained; and |
| 3. Provide
evidence of community involvement and ownership |
| The following are suggested
additional activities for both partner Rotary
clubs/districts: |
- • Manage grant funds
- • Promote the project to local media
and at Rotary district and zone meetings
- • Provide technical expertise in implementation
of project
- • Design or assist in design of project
- • Travel to work with project community
or share technology and expertise at
project site
- • Donate or seek out donations of money
beyond the matching amount, or goods
and services
- • Promote the project to local media
and at Rotary district or zone meetings
- • Attend major project events and ceremonies,
where feasible
- • Share expertise and technology via
correspondence
- • Arrange shipping supplies, equipment,
or materials to project country
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| III. Partner Contributions: |
| The following information applies
to all partner contributions: |
- A. Matching Grant
partner contributions are considered restricted
giving to TRF and are not included in district
contribution totals;
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- B. Paul Harris
Fellow (PHF) Recognition Credit will only
be granted for sponsor contributions sent
to TRF, RI’s international office(s)
or fiscal agent(s); and PHF Recognition
Credit will not be granted for sponsor
contributions sent directly to the project;
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- C. Partner contributions
above and beyond the amount specified in
the Matching Grant Agreement and sent to
TRF, RI’s international office(s),
or its fiscal agent(s) will be credited
as Annual Giving and will not be forwarded
to the project (such contributions will
be included in district contribution totals);
and
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- D. Contributions
sent to TRF prior to Trustee approval of
the Matching Grant may not be available
for a specific grant.
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- E. Contributions
from the participating clubs/districts
must be at least equal to the amount being
requested from TRF. In addition, a significant
portion of the contributions must come
from outside the project site country.
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- F. Cash contributions
are matched at 0.5:1; SHARE DDF contributions
are matched at 1:1.
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- G. Project budgets
can be supplemented by funds from non-Rotary
sources; however, TRF cannot match such
funds. TRF will only match funds contributed
by Rotary clubs/districts. In addition,
TRF will not match the value of any goods
or services donated to the project.
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| Note: a minimum contribution
of US$100 is required for all host partners. |
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| IV. Matching Grant Funding and
Payment: |
| Matching Grant funds will not be
released until all of the following conditions
are met: |
- A. TRF has received
a signed Matching Grant Agreement Form
from the primary partner Rotary clubs/districts
(signed by the club president or district
grants subcommittee chairperson, as appropriate);
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- B. The sponsor
contributions have been received either
by TRF, RI’s international office(s),
its fiscal agent(s) or deposited into a
Rotary club/district-controlled account
or otherwise sent to the project directly
(documentation verifying this must be provided);
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- C. TRF has received
information regarding an appropriate payee
for the grant. Please know that: • Matching
Grants must be paid to a Rotary club/district-controlled
account, provided the account has at least
two signatories • Matching Grants
will not be paid to an individual, cooperating
organization or beneficiary.
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| V. Stewardship of TRF Funds |
| Matching Grant awardees must: |
- A. Treat TRF
grant funds as a sacred trust to be constantly
safeguarded from loss, misuse, or diversion;
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- B. Assure competent
and thorough oversight of the project with
clear delineation of responsibility;
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- C. Use grant
funds only for eligible purposes as outlined
in the TRF established grant criteria and
detailed on the approved project budget,
which shall be strictly interpreted:
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1. Any deviation
from the approved budget or changes
in the implementation of the project
must receive prior written authorization
from TRF;
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2. Funds expended
on unapproved or ineligible items and/or
for unapproved or ineligible purposes
must be refunded to TRF.
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- D. Conduct all
financial transactions and project activity
relating to the grant at least at the level
of standard business practices and always
in consonance with the “Declaration
of Rotarians in Business and Professions” and
in the full spirit of “The Four Way
Test.” This requires:
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1. Maintaining
regular accounts of all transactions,
retaining original receipts and invoices
for a minimum of three years; and
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2. Establishing
an inventory system for the control of
equipment purchased with grant funds.
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| Exercise the highest care to
the prevention of even the appearance that
TRF grant funds are being used in an improper
manner. Such care is expected to go beyond
that afforded to the use of private or corporate
funds; |
- F. Report immediately
any irregularity in grant related activity
to TRF;
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- G. Return any
unused funds and/or interest earned at
the completion of the project to TRF.
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| VI. Reporting and Auditing Requirements |
| TRF Trustees require Matching Grant
awardees to adhere to the following: |
- A. Submit progress and final
reports:
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| 1. Progress
reports are required every twelve months during
the project’s implementation, detailing
the project’s progress. Final reports
are due within two months of the project’s
completion. Both progress and final reports
must include: |
- A. Detailed
description of the project
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- • Manage the project on-site
- • Form a Rotary Community Corps which
supports aspects of the project
- • Provide volunteer service and train
volunteers
- • Donate or seek out donations of money,
goods, and services to continue or expand
project
- • Act as liaison with government agencies
and customs officials
- • Provide representation on central
project committee with cooperating organizations/government
agencies
- • How Rotarians from the International
Partner club/district participated in
the project
- • How Rotarians from the Host Partner
club/district participated in the project
- • A full description of Rotarian oversight
and management
- • A statement of income and expense
- • A bank statement which correlates
to the statement of income and expenses
- • Receipts appropriately cross-referenced
to statement of income and expense
- • A narrative statement about the beneficiary
- • The role of the cooperating organization
(if applicable)
- • Photo proof that shelter recipients
are occupying the homes (Low Cost Shelter
projects only)
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| New applications will be returned
without processing if project partners have
not provided progress reports for a current
Matching Grant or have overdue final reports.
This will affect both the international partner
and the host partner in the project country. |
- B. Provide
an Annual Independent Financial Review
(encouraged for all grant awardees, required
for grants in the amount of US$25,001
or more):
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- Independent annual reviews must be carried
out by an appropriately licensed, charted,
or certified “accountant” or “accounting
firm” which has no direct linkages
with the project to be examined. The appointment
of such an independent accounting firm
or accountant must be made by the District
Governor of the project district (where
the funds were sent). TRF reserves the
right to appoint the independent annual
reviewer as necessary.
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- The agreed-upon procedures for the independent
annual review must include the following:
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a) An examination
and certification of the opening and
closing balances of all project funds;
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b) A determination
of whether the funds received for the
project were expended for the intended
purpose and, if not, why not
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c) An examination
of the accounts for all funds received
and expended to determine if they were
maintained according to standard business
practices, including a standard set of
accounts which records all receipts and
disbursements by date, amounts, and purpose
as well as a determination to ensure
funds were expended in a manner consistent
with the Terms and Conditions of the
grant award;
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d) A determination
of whether an inventory of all assets
has been maintained;
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e) An examination of expenditures to
ensure funds used for intended purpose,
proper records maintained and a system
of controls over expenditure is in place
i.e., whether there are at least two
signatories on each account; receipts
are maintained for all expenditures over
US$25; identify purchasing procedure
used (competitive bidding is encouraged
where appropriate); and that all project
activities, including the conversion
of funds, are in accordance with local
laws and regulations;
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f) A determination
of whether the accounts were reconciled
in a timely manner and certification
of the opening and closing balances of
all project funds and bank statements
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| The independent annual review
must be submitted to The Rotary Foundation
no later than 15 months after the first payment
is received and every twelve months thereafter
until the project partners are notified that
the grant period of the project is officially
completed. |
- C. Cooperate
with TRF Audits.
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| 1. TRF
reserves the right to conduct an audit of or
send a monitor to any grant, regardless of
size, at any time. A monitor is required for
those grants in the amount of US$50,001 or
more. |
| 2. In addition,
TRF reserves the right to review the project
at any time, require the submission of additional
documentation, and suspend any or all payments
if in its sole discretion progress is not considered
to be satisfactory. |
| 3. The
sponsoring club or district will maintain detailed,
accurate, and complete financial records throughout
the life of the grant and for a period of three
years after the grant closure date. These financial
records would include copies of receipts, canceled
checks, invoices, etc. |
| 4. The
responsibility for annual independent annual
reviews for all grants, rests with the primary
partner, the cost of which may be shared among
all sponsoring Rotary clubs, Rotary districts
or other grantees. For those grants above US$25,001,
if the grantees cannot provide for these costs,
they may apply for up to US$500 per year for
the life of the project for this purpose. |
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| VII. Appropriate Grant Implementation |
- A. The use of
grant funds from TRF must:
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| 1. Address
a humanitarian condition that benefits a community
in need. |
| 2. Have
significant Rotarian involvement and visible
Rotary identification. |
| 3. Demonstrably
benefit no less than six individuals directly. |
| 4. Benefit
the recipient community as a whole. The project
must not be designed to help any individual(s)
to obtain an academic degree or professional
advancement, or for any individual(s) to attend
a seminar, conference or international exchange.
Projects can involve educational training,
but the training must be short-term in nature
and provide for basic educational needs only. |
| 5. Not
involve the establishment of a permanent foundation,
trust, or permanent interest bearing account.
Grant projects can involve the establishment
of a revolving loan fund, but must include
training and detailed information regarding
recipient payback schedules. |
| 6. Not
directly benefit a Rotarian; an employee of
a club, district or other Rotary entity, or
of Rotary International; or a spouse, lineal
descendant (child or grandchild by blood or
legally adopted child), a spouse of a lineal
descendant, or an ancestor (parent or grandparent
by blood) of any living Rotarian or Rotary
employee. |
| 7. Not
duplicate any existing Foundation or other
Rotary-sponsored program. |
| 8. Exclude
any liability to TRF to Rotary International
except for the amount of the grant. |
| 9. Be consistent
with the criteria, procedures, and policies
of the Polio Plus program and the World Health
Organization for projects involving vaccines
and immunizations. |
- B. Grant funds
cannot be used:
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| 1. For
the purchase of land and buildings. If the
grant depends upon the construction of a building,
the construction must be funded by additional
(that is non-matched) club/district funds or
funded by a cooperating organization. TRF will
not release grant funds until such construction
is completed; |
| 2. For
activities involving the construction of any
structure in which individuals live, work,
or engage in any gainful activity (such as
buildings, containers, and mobile homes) or
structures where individuals carry out any
type of activity including manufacturing, processing,
maintenance and/or storage. The only exception
to the above guidelines is the funding of low
cost shelters for extremely underprivileged
families. Construction of infrastructure such
as service roads, wells, reservoirs, dams,
bridges, latrines, toilet blocks, and water
supplies and other similar structures is acceptable; |
| 3. For
activities involving the renovation of structures,
including the provision of new services or
upgrade of utilities (i.e. electrical and plumbing),
in which individuals live, work, or engage
in any gainful activity such as (buildings,
containers, and mobile homes) or structures
where individuals carry out any type of activity
including manufacturing, processing, maintenance,
and/or storage; |
| 4. For
salaries, stipends or honorariums for an individual
or individuals working for a cooperating organization
or beneficiary; |
| 5. To support
the operating or administrative expenses of
any organization; |
| 6. For
post-secondary education activities, research,
or personal or professional development; |
| 7. For
excessive support of any one beneficiary, cooperating
organization, or project. |
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| VIII. Time Limits. |
| TRF has established deadlines for
the payment and implementation of Humanitarian
Grants. Therefore, |
- A. If a pending
Matching Grant project file remains unapproved
for more than six months, the grant will
be withdrawn.
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- B. If an approved
Matching Grant project file remains unpaid
for more than six months, the grant is
cancelled.
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- C. If a paid
Matching Grant project file is not implemented
within twelve months, the grant is cancelled
and sponsors will be required to return
the funds.
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| IX. Cooperating Organizations. |
| A grant conducted in cooperation
with another organization must meet the following
conditions: |
- A. The Rotary
partner(s) must clearly demonstrate that
the project is initiated, controlled and
conducted by the Rotary clubs or districts
involved; Rotarians must participate in
giving their time, resources, and personal
involvement to the project.
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- B. Both the international
partner and the local Rotary clubs or district
(where appropriate) must have knowledge
of the cooperating organization and provide
a letter of endorsement for the organization
which states that it is reputable and responsible,
and that the organization is registered
and acts within the laws of the project
country.
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- C. The organization
cooperating in such projects must agree
to participate and cooperate in any financial
review of activities connected with the
project.
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- D. An annual
limit of eight grants can be made in cooperation
with another organization.
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| XI. The Rotary Foundation’s
Policies on Population Growth and Development. |
| The Rotary Foundation (TRF) supports
the programs of Rotary International, including
their aims and objectives with respect to RI’s
statement on Population Growth and Development.
Matching Grant funds may be used to support
the following types of population growth projects: |
- A. Pre-natal
medications/vitamins
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- C. Newborn baby
screenings
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- D. Surgical instruments
to help with births
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- F. Ultrasound
equipment (as long as it is used for diagnosing
and treating patients)
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- G. Education
and Training
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- H. Public health
education
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- I. Family planning
training
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- J. Information
on sexually transmitted diseases
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- K. Community
health training
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- L. Balanced diet
and nutrition awareness
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| XII. Matching Grant Rotary Name
and Emblem Use Guidelines. |
| The following guidelines on the
use of the “Rotary” name and emblem
are RI policy. Please follow them when naming
your project and in any literature you may
develop. |
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| 1. The
RI Board has determined that any use of the “Rotary” name
without a further qualifier, such as the name
of a Rotary club or a Rotary district, refers
to the international association, RI. |
| 2. New
project names or programs not under the exclusive
control of RI, when using the name, "Rotary," must
include the name of the participating Rotary
club(s) or district(s) and should not use the
name, "International." |
| 3. If using
the words, "Rotary," and "Foundation," these
words must not appear together, but must be
separated by additional identifying information,
such as the name of the participating Rotary
club(s) or district(s). |
| 4. Ongoing
programs not under the exclusive control of
RI and not conforming to these guidelines should
be renamed to provide this additional identifying
information (i.e. the name of the participating
Rotary club(s) or district(s) must be included
when using the name “Rotary”). |
| 5. The
naming of any project that does not conform
to the guidelines must receive specific RI
Board approval. |
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| 1. The
Rotary Emblem, like the Rotary Name, represents
the international association, RI. |
| 2. Whenever
the Rotary Emblem is used for a project, program
or activity not under the exclusive control
of RI, the name of the participating club(s)
or district(s) should also be used in addition
to the emblem; should appear directly adjacent
to the emblem; and be of a size of equal prominence
to the emblem. |
| 3. Any
reproduction of the Rotary Emblem must meet
RI's proper emblem specifications. (See the
2004 Manual of Procedure at Chapter 17. Camera-ready
art can be obtained through your Club and District
Administration Supervisor.) No alterations,
modifications or obstructions of the Rotary
Emblem are permitted. The emblem must be faithfully
reproduced and always appear in its entirety. |
| 4. The
RI Bylaws discourage any joint use of the RI
Emblem with the emblem or logo of another organization
(“The use of such name, emblem, badge
or other insignia in combination with any other
name or emblem is not recognized by RI.” RI
Bylaws, Article XVIII, 18.020.) |
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If you have questions, please
contact TRF at:
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Matching Grants Program
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The Rotary Foundation
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One Rotary Center
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1560 Sherman Avenue
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Evanston, Illinois 60201 USA
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Phone: (+1) 847 866-3000
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FAX: (+1) 866-97589
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E-mail: grants@rotaryintl.org
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