Common use of Rotary Foundation District Grants and Global Grants Clause in Contracts

Rotary Foundation District Grants and Global Grants. The Host Sponsor and International Sponsor affirm that the Organizations are reputable and responsible and act within all laws of the project country. All grant funds will be received and managed by the Host Sponsor or the International Sponsor and will not be managed by the Organizations. Grant funds will remain in the designated Rotary Grant bank account until they are needed to pay a vendor or reimburse a purchase. All payments to vendors and reimbursements to Organizations will be supported by receipts, paid invoices, vouchers or written agreements. The Organizations may contribute funds toward the project, but The Rotary Foundation does not match these funds. The Organizations’ project-related documentation may be subject to independent financial and operational review by The Rotary Foundation. In their separate club or district qualification memorandum of understanding, the Host Sponsor and International Sponsor have agreed to: Ensure that all grant activities, including the conversion of funds from one currency to another, comply with local law Ensure that the project adheres to The Rotary Foundation’s stewardship measures and grant management practices Ensure that all people involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest Report to the district any potential or real misuse or mismanagement of grant funds Cooperate with any financial, grant, or operational audits Maintain a standard set of accounts, which includes a general ledger and a complete record of all receipts and all disbursements of grant funds Disburse grant funds in accordance with the Terms and Conditions for Rotary Foundation District Grants and Global Grants Maintain records for items that are purchased, produced, or distributed through grant activities Maintain a dedicated bank account to be used only for receiving and disbursing grant funds Have a minimum of two Rotarian bank account signatories from the sponsoring clubs or districts for disbursements Maintain a separation of duties for handling funds so no one person is solely in control of them Maintain a written plan for transferring custody of bank accounts in the event of a change in signatories Retain bank statements to substantiate the receipt and use of grant funds Retain grant documents in a location known by and accessible to club and district officers Retain grant documents for a minimum of five years, or longer if required by local law CONFLICTS OF INTEREST Any real or perceived conflicts of interest must be disclosed to The Rotary Foundation, in compliance with The Rotary Foundation’s Conflict of Interest Policy for Program Participants in the Terms and Conditions for Rotary Foundation District Grants and Global Grants. This includes any instances of Rotarians acting as vendors or serving as trustees, directors, officers, or staff of one of the Organizations. If in doubt, any potential conflict should be disclosed. Identify any real or perceived conflicts here: [Names, roles] MODIFICATION Modifications to this document will be made by mutual consent of the parties. A written modification, signed and dated by all parties and approved by The Rotary Foundation, must be issued before acting on any changes. CONTACT INFORMATION Your privacy is important to Rotary International and The Rotary Foundation (collectively, “Rotary”) and the personal data you share with Rotary will only be used for official Rotary business, such as in relation to the Rotary Grant. Personal data collected on this form is subject to Rotary’s privacy policy. AUTHORIZATIONS By signing below, the parties agree to the terms of this memorandum of understanding. Host Sponsor authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email International Sponsor authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email Organization 1 authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email Organization 2 authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email TIPS FOR COMPLETING THIS FORM General If you’re working with just one organization, provide information for Organization 1 only. Always include the Rotary Host Sponsor and International Sponsor. Project Objectives In this section, project partners outline the overall goals of the project that all partners hope to achieve together. For example: Improve the quality of education students receive at Community Primary School Improve the quality of care for cancer patients at Community Hospital Increase farmers’ yields by 10% through drip irrigation Responsibilities Sections Meeting with all project partners to assign responsibilities and record them in writing can prevent conflicts and increase your project’s chances of success. It helps ensure that everyone agrees on the basics of the project plan and prevents confusion during implementation. When you define the responsibilities of each partner, carefully consider their resources and skills. Remember that each project has its own unique roles and responsibilities that are essential for effective implementation. List detailed and specific responsibilities for your project. Questions to consider when determining responsibilities: Who will provide technical and professional services? What specific services will be provided, or what specific skills are needed? What types of staffing, infrastructure, or equipment is required, and who will provide those? Who will provide training, mentoring, education, advocacy, and financial review? Who will direct and coordinate local community education and public relations? Who will seek community support and resources for the project? Who will manage the grant funds and pay suppliers, vendors, and contractors? Will cooperating organizations submit itemized expense statements and receipts before they receive grant funds? Who will direct and coordinate fundraising efforts? Who will pay for long-term equipment maintenance, operations, programming, and staffing after Rotary Grant funding ends? (Note that Rotarians may continue to support the project, but the project should not depend solely on that support.) Who will prepare Rotary Grant reports? Who will collaborate on reporting? How will financial records be stored? Who will maintain these records? What is the document retention plan? Who will measure and evaluate the project’s outcomes? How will they do this? Who will collect results? How will the outcomes be shared? Mutual Understandings For legal reasons, the Foundation needs this section to remain as it is. It must not be added to or edited. We understand that, for certain relationships, Rotarians may need to sign a second MOU or contract to comply with local laws. Even in such cases, however, the Foundation needs this MOU to be submitted with your grant application. AUTHORIZATIONS Make sure that all parties have signed the MOU. If any signature is missing, it will be considered incomplete. Each sponsor and organization should decide who will represent it as a signatory. If you have any concerns or questions, your regional grants officer can review your MOU before it is signed to make sure it’s complete.

Rotary Foundation District Grants and Global Grants. The Host Sponsor and International Sponsor affirm that the Organizations are reputable and responsible and act within all laws of the project country. All grant funds will be received and managed by the Host Sponsor or the International Sponsor and will not be managed by the Organizations. Grant funds will remain in the designated Rotary Grant bank account until they are needed to pay a vendor or reimburse a purchase. All payments to vendors and reimbursements to Organizations will be supported by receipts, paid invoices, vouchers or written agreements. The Organizations may contribute funds toward the project, but The Rotary Foundation does not match these funds. The Organizations’ project-related documentation may be subject to independent financial and operational review by The Rotary Foundation. In their separate club or district qualification memorandum of understanding, the Host Sponsor and International Sponsor have agreed to: Ensure that all grant activities, including the conversion of funds from one currency to another, comply with local law Ensure that the project adheres to The Rotary Foundation’s stewardship measures and grant management practices Ensure that all people involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest Report to the district any potential or real misuse or mismanagement of grant funds Cooperate with any financial, grant, or operational audits Maintain a standard set of accounts, which includes a general ledger xxxxxx and a complete record of all receipts and all disbursements of grant funds Disburse grant funds in accordance with the Terms and Conditions for Rotary Foundation District Grants and Global Grants Maintain records for items that are purchased, produced, or distributed through grant activities Maintain a dedicated bank account to be used only for receiving and disbursing grant funds Have a minimum of two Rotarian bank account signatories from the sponsoring clubs or districts for disbursements Maintain a separation of duties for handling funds so no one person is solely in control of them Maintain a written plan for transferring custody of bank accounts in the event of a change in signatories Retain bank statements to substantiate the receipt and use of grant funds Retain grant documents in a location known by and accessible to club and district officers Retain grant documents for a minimum of five years, or longer if required by local law CONFLICTS OF INTEREST Any real or perceived conflicts of interest must be disclosed to The Rotary Foundation, in compliance with The Rotary Foundation’s Conflict of Interest Policy for Program Participants in the Terms and Conditions for Rotary Foundation District Grants and Global Grants. This includes any instances of Rotarians acting as vendors or serving as trustees, directors, officers, or staff of one of the Organizations. If in doubt, any potential conflict should be disclosed. Identify any real or perceived conflicts here: [Names, roles] MODIFICATION Modifications to this document will be made by mutual consent of the parties. A written modification, signed and dated by all parties and approved by The Rotary Foundation, must be issued before acting on any changes. CONTACT INFORMATION Your privacy is important to Rotary International and The Rotary Foundation (collectively, “Rotary”) and the personal data you share with Rotary will only be used for official Rotary business, such as in relation to the Rotary Grant. Personal data collected on this form is subject to Rotary’s privacy policy. AUTHORIZATIONS By signing below, the parties agree to the terms of this memorandum of understanding. Host Sponsor authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email International Sponsor authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email Organization 1 authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email Organization 2 authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email TIPS FOR COMPLETING THIS FORM General If you’re working with just one organization, provide information for Organization 1 only. Always include the Rotary Host Sponsor and International Sponsor. Project Objectives In this section, project partners outline the overall goals of the project that all partners hope to achieve together. For example: Improve the quality of education students receive at Community Primary School Improve the quality of care for cancer patients at Community Hospital Increase farmers’ yields by 10% through drip irrigation Responsibilities Sections Meeting with all project partners to assign responsibilities and record them in writing can prevent conflicts and increase your project’s chances of success. It helps ensure that everyone agrees on the basics of the project plan and prevents confusion during implementation. When you define the responsibilities of each partner, carefully consider their resources and skills. Remember that each project has its own unique roles and responsibilities that are essential for effective implementation. List detailed and specific responsibilities for your project. Questions to consider when determining responsibilities: Who will provide technical and professional services? What specific services will be provided, or what specific skills are needed? What types of staffing, infrastructure, or equipment is required, and who will provide those? Who will provide training, mentoring, education, advocacy, and financial review? Who will direct and coordinate local community education and public relations? Who will seek community support and resources for the project? Who will manage the grant funds and pay suppliers, vendors, and contractors? Will cooperating organizations submit itemized expense statements and receipts before they receive grant funds? Who will direct and coordinate fundraising efforts? Who will pay for long-term equipment maintenance, operations, programming, and staffing after Rotary Grant funding ends? (Note that Rotarians may continue to support the project, but the project should not depend solely on that support.) Who will prepare Rotary Grant reports? Who will collaborate on reporting? How will financial records be stored? Who will maintain these records? What is the document retention plan? Who will measure and evaluate the project’s outcomes? How will they do this? Who will collect results? How will the outcomes be shared? Mutual Understandings For legal reasons, the Foundation needs this section to remain as it is. It must not be added to or edited. We understand that, for certain relationships, Rotarians may need to sign a second MOU or contract to comply with local laws. Even in such cases, however, the Foundation needs this MOU to be submitted with your grant application. AUTHORIZATIONS Make sure that all parties have signed the MOU. If any signature is missing, it will be considered incomplete. Each sponsor and organization should decide who will represent it as a signatory. If you have any concerns or questions, your regional grants officer can review your MOU before it is signed to make sure it’s complete.add conflicts]

Rotary Foundation District Grants and Global Grants. The Host Sponsor and International Sponsor affirm that the Organizations are reputable and responsible and act within all laws of the project country. All grant funds will be received and managed by the Host Sponsor or the International Sponsor and will not be managed by the Organizations. Grant funds will remain in the designated Rotary Grant bank account until they are needed to pay a vendor or reimburse a purchase. All payments to vendors and reimbursements to Organizations will be supported by receipts, paid invoices, vouchers or written agreements. The Organizations may contribute funds toward the project, but The Rotary Foundation does not match these funds. The Organizations’ project-related documentation may be subject to independent financial and operational review by The Rotary Foundation. In their separate club or district qualification memorandum of understanding, the Host Sponsor and International Sponsor have agreed to: Ensure that all grant activities, including the conversion of funds from one currency to another, comply with local law Ensure that the project adheres to The Rotary Foundation’s stewardship measures and grant management practices Ensure that all people involved in a grant conduct their activities in a way that avoids any actual or perceived conflict of interest Report to the district any potential or real misuse or mismanagement of grant funds Cooperate with any financial, grant, or operational audits Maintain a standard set of accounts, which includes a general ledger xxxxxx and a complete record of all receipts and all disbursements of grant funds Disburse grant funds in accordance with the Terms and Conditions for Rotary Foundation District Grants and Global Grants Maintain records for items that are purchased, produced, or distributed through grant activities Maintain a dedicated bank account to be used only for receiving and disbursing grant funds Have a minimum of two Rotarian bank account signatories from the sponsoring clubs or districts for disbursements Maintain a separation of duties for handling funds so no one person is solely in control of them Maintain a written plan for transferring custody of bank accounts in the event of a change in signatories Retain bank statements to substantiate the receipt and use of grant funds Retain grant documents in a location known by and accessible to club and district officers Retain grant documents for a minimum of five years, or longer if required by local law CONFLICTS OF INTEREST Any real or perceived conflicts of interest must be disclosed to The Rotary Foundation, in compliance with The Rotary Foundation’s Conflict of Interest Policy for Program Participants in the Terms and Conditions for Rotary Foundation District Grants and Global Grants. This includes any instances of Rotarians acting as vendors or serving as trustees, directors, officers, or staff of one of the Organizations. If in doubt, any potential conflict should be disclosed. Identify any real or perceived conflicts here: [Names, roles] MODIFICATION Modifications to this document will be made by mutual consent of the parties. A written modification, signed and dated by all parties and approved by The Rotary Foundation, must be issued before acting on any changes. CONTACT INFORMATION Your privacy is important to Rotary International and The Rotary Foundation (collectively, “Rotary”) and the personal data you share with Rotary will only be used for official Rotary business, such as in relation to the Rotary Grant. Personal data collected on this form is subject to Rotary’s privacy policy. AUTHORIZATIONS By signing below, the parties agree to the terms of this memorandum of understanding. Host Sponsor authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email International Sponsor authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email Organization 1 authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email Organization 2 authorization: Signature: Date: Date Printed Name: Printed Name Title: Title Postal Address: Postal Address Phone: Phone Email: Email TIPS FOR COMPLETING THIS FORM General If you’re working with just one organization, provide information for Organization 1 only. Always include the Rotary Host Sponsor and International Sponsor. Project Objectives In this section, project partners outline the overall goals of the project that all partners hope to achieve together. For example: Improve the quality of education students receive at Community Primary School Improve the quality of care for cancer patients at Community Hospital Increase farmers’ yields by 10% through drip irrigation Responsibilities Sections Meeting with all project partners to assign responsibilities and record them in writing can prevent conflicts and increase your project’s chances of success. It helps ensure that everyone agrees on the basics of the project plan and prevents confusion during implementation. When you define the responsibilities of each partner, carefully consider their resources and skills. Remember that each project has its own unique roles and responsibilities that are essential for effective implementation. List detailed and specific responsibilities for your project. Questions to consider when determining responsibilities: Who will provide technical and professional services? What specific services will be provided, or what specific skills are needed? What types of staffing, infrastructure, or equipment is required, and who will provide those? Who will provide training, mentoring, education, advocacy, and financial review? Who will direct and coordinate local community education and public relations? Who will seek community support and resources for the project? Who will manage the grant funds and pay suppliers, vendors, and contractors? Will cooperating organizations submit itemized expense statements and receipts before they receive grant funds? Who will direct and coordinate fundraising efforts? Who will pay for long-term equipment maintenance, operations, programming, and staffing after Rotary Grant funding ends? (Note that Rotarians may continue to support the project, but the project should not depend solely on that support.) Who will prepare Rotary Grant reports? Who will collaborate on reporting? How will financial records be stored? Who will maintain these records? What is the document retention plan? Who will measure and evaluate the project’s outcomes? How will they do this? Who will collect results? How will the outcomes be shared? Mutual Understandings For legal reasons, the Foundation needs this section to remain as it is. It must not be added to or edited. We understand that, for certain relationships, Rotarians may need to sign a second MOU or contract to comply with local laws. Even in such cases, however, the Foundation needs this MOU to be submitted with your grant application. AUTHORIZATIONS Make sure that all parties have signed the MOU. If any signature is missing, it will be considered incomplete. Each sponsor and organization should decide who will represent it as a signatory. If you have any concerns or questions, your regional grants officer can review your MOU before it is signed to make sure it’s complete.