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  • Writer's pictureRotary Club of Palm Beach

Rotary Foundation Grants 101: Collecting Data & Creating a Budget

Collect baseline data and decide how you’ll measure the impact of your project. Create a realistic budget.


When you measure your success, you can show that you made

a difference. Rotary’s reputation as an effective and committed

humanitarian service organization depends on your club and the

thousands of other clubs that contribute to our global impact. We want

to measure the good we do in the world, so we’ve built it into our global

grant requirements. Quantifying your impact also makes it easier to

publicize what you’ve accomplished.

Here’s how you can get started:

Consider the outcome you want your project to have in the community

and how that positive change can be measured. Use the Global Grant

Monitoring and Evaluation Plan Supplement to find measurable data

points and develop your evaluation plan, which you’ll include in your

grant application:

• Be specific about who will benefit from your project and what benefits

they will receive

• Use your community assessment to establish baseline data and set

benchmarks to measure your progress during and after the project

• Specify your measurement methods

• Create a timeline

Budget up to 10 percent of project funds to cover evaluation expenses,

such as local travel, services rendered by individuals or agencies, and



Before receiving grant funds, you must develop your financial management

plan. Your plan helps you manage funds well, provide oversight, promote

transparency, and reduce errors and any misuse of funds.

The financial management plan shows how you will:

• Pay suppliers directly

• Keep thorough financial records

• Manage a club- or district-controlled bank account

Mismanaging funds directly violates The Four-Way Test and Rotary’s

mission and values. Clubs that mismanage grant funds jeopardize

the credibility of Rotary and the Foundation. If funds are misused,

the sponsors are responsible for repaying them in full to The Rotary

Foundation. The sponsors risk suspension from all Rotary Foundation

activities or termination.

Develop a budget

When developing your budget, take into account the goals of the project

and the fundraising resources of the sponsors. Make a preliminary

budget, discuss how much District Designated Fund (DDF) money and

cash are available, and adjust the budget as needed. A detailed, line-item

budget must be submitted with the application.

For sustainability, purchase equipment and other goods locally, if

possible, and in consultation with the benefiting community, so that it

can be operated, maintained, and repaired after the project is completed.

When projecting the cost of goods and services, gather at least three

bids or quotes for each major expense to ensure that you receive the

highest quality at the best price. During the competitive bidding process,

identify any Rotary members associated with a bidding vendor and make

sure that the Rotary member is not on the project committee to avoid a

conflict of interest. When selecting a vendor, document the reason for

your selection and keep records of all bids. You will need to include this

information in your application.

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