Guidelines for projects

The Rotary Action Group for Reproductive, Maternal and Child Health (RMCH) acts within the Rotary International area of focus “Maternal and Child Health”. We look back on 25 years of experience and expertise in this area of focus and support clubs and districts in the planning and implementation of projects.

Would you like to achieve a sustainable and measurable impact with your own projects? Our new guidelines for projects will help you to set up a successful framework right from the start. You will be guided through the project cycle step by step. Our thematic guides for completing mandatory application forms and many explanatory videos will not only make your work easier but also increase the chances of a successful and long-term effective project. The contents of the guides focus on our area of focus and do not replace the support of district grant coaches and cadre members.

If you would like to implement a GG project, click on “Guideline for GG projects”. If you are planning a pure club-to-club project with RMCH support, click on “Guideline for club-to-club projects”. The documents mentioned in the guidelines are listed in the right column.

If you have any questions, please contact our experienced team at projekte@rotary-rmch.de.

Guideline for GG projects

Annual qualification of your club/district for Global Grants through

  1. Attending a seminar on grant management and
  2. Signing of the Memorandum of Understanding (MoU) between the club and district

The main sponsor may realize a maximum of 10 active global grants at the same time.

Annual qualification of your club/district for Global Grants through

  1. Attending a seminar on grant management and
  2. Signing of the Memorandum of Understanding (MoU) between the club and district

The main sponsor may realize a maximum of 10 active global grants at the same time.

  • Look for members in your club/district who are familiar with the processes and requirements. For example, the District Chairman International Service can provide you with contacts and expertise.
  • The host and international sponsor must each establish a grant committee consisting of at least three members. Designate a primary contact person.
  • A catalogue of eligible project activities and important information can be found in the Activity catalogue for projects.
  • The objectives of the project must be based on the identified needs in the community assessment. The basis for creating an effective and measurable project is a so-called logical framework. We therefore recommend that you familiarize yourself with the following documents:
  • In the document Developing the Logical Framework, you will learn how to create a logical framework.
  • In the document Measuring Project Impact, you will learn how to formulate indicators that you can use to measure the success of your project.

You can then transfer your objectives and indicators to the GG project application

  • Partners such as other clubs/districts, Rotarian action groups, foundations, individual donors, companies, non-governmental organizations or local authorities can contribute expertise as well as human and financial resources to increase the reach and continuation of the measures after the end of the project.
  • Draw up a Memorandum of Understanding (MoU) that clearly defines the nature of the cooperation.
  • Create a project application in the Grant Centre based on the previous steps. You can find instructions on how to use the Grant Centre here.
  • You can make use of our thematic Project application completion guide which includes important information and examplatory answers.
  • Involve the partner club/district and the target group in order to develop a needs-based and sustainable project proposal.
  • If you would also like to receive financial or practical support from RMCH, please complete this application for RMCH project funding.
  • The minimum budget for a GG-project must be USD 30,000.
  • The Foundation subsidizes ddfs with 80% (donations from clubs are no longer subsidized!), up to a maximum of USD 400,000. Please use the GG Calculator for the calculation.
  • At least 15% of the contribution must be provided by the international partner
  • In this video and the document Budgeting and Financial Management, we explain what you should pay attention to when creating a project budget.
  • Complete GG applications are reviewed by the Regional Grants Officers. For projects over USD 50,000, the Cadre of Technical Advisers is also consulted.
  • Applications for RMCH funding/support are reviewed in accordance with our Funding criteria.
  • There may be queries. Answer these promptly as a team.
  • The primary contact, DRFCC, club president, and district governor (if ddfs are used) must approve the application. The club president signs the agreement after Rotary approves it.
  • If you also receive RMCH funding, your project will be published on our website. Please complete the template for projects and send it to projekte@rotary-rmch.de
  • The host club should set up a bank account under club control with two authorized signatories that serves exclusively as a project account.
  • If required, set up an account in foreign currencies such as EUR or USD in addition to an account in the local currency.
  • Transfer cash donations to the Foundation or directly to the project account. If you transfer cash to TRF, a 5% fee will be charged. This fee is waived if the cash is transferred directly to the host club’s bank account.

Exchange regularly

  • Communicate regularly within the team and with partners. Contact the Regional Grants Officer with any questions.
  • Make decisions as a team, ensure that targets are met, and the budget is adhered to. In this video and the document Budgeting and Financial Management, you will find information on important financial management procedures.
  • If necessary, organize a project visit to the host country. You can find information on grant travel here and on travel insurance here.

Submit reports

  • The first report for GG projects is due 12 months after receipt of the first grant payment, then every 12 months thereafter for the duration of the project. The system will send reminders before important deadlines. If you receive RMCH funding, please forward all GG-reports to RMCH.
  • Document the project activities in pictures. Make sure that all persons depicted have given their consent for use. You can find the template for a declaration of consent here.

Make adjustments as necessary and continuously document learning experiences

  • Review the implementation plan and timetable regularly with those involved and make adjustments if necessary. Document the lessons learned regularly so that they can be used for further projects.
  • Any changes to the plan must be approved by the Regional Grants Officer.

Possible project review

On behalf of the Foundation’s Board of Trustees, experienced Rotarians (Cadre of Technical Advisers) provide their technical expertise for project reviews. This includes a) technical assessment of the application for feasibility without a site visit, b) site visit for on-site technical assessment, either prior to project initiation (only for projects of USD 100,000 or more), in an advisory function during implementation (for projects of USD 50,000 or more), or for impact assessment after completion, c) random audits to assess financial management and oversight

  • Use the data collected to measure the change in the community. Please refer to our document Measuring Project Impact.
  • If the goals you set have not been achieved, think about what you could do differently in the future and document it well.
  • Provide partners, donors and other project participants with a final report. For GG projects, this must be submitted two months after the end of the project. If you receive RMCH funding, please also forward this to RMCH.
  • Repay all unused project funds immediately.
  • Keep all receipts for five years after the end of the project.
  • Make an inventory of the equipment and use an inventory list to record where and in whose possession it is.
  • Use the contacts, resources (financial and human) and lessons learned during the course of the project to enable replication or continuation of the project by partners or other clubs.
  • Share your knowledge about the necessary costs and communicate the project results openly to interested implementing organizations/partners. Use our document Lessons Learned for this purpose. If you receive RMCH funding, please send the document to projekte@rotary-rmch.de
  • Successful measures can be initiated in other regions of the country

Guideline for club-to-club project

Accordion Content
  • Support your partner club in determining the needs in the community and derive activities from this. In the video community needs assessment, we explain why it is so important. You can find an overview of possible methods for data collection in the document Methods for baseline data collection.
  • At the same time, data on the initial situation should be collected in order to define corresponding objectives (see step 2). This is important in order to measure the success of the project later on.

The objectives must be orientated towards the needs of the community identified in the needs analysis. The basis for creating your project is a so-called logical framework. You should use this to define your project objectives and set out how your project activities will contribute to them gradually and in the long term.

  • Partners such as other clubs/districts, Rotarian action groups, foundations, individual donors, companies, non-governmental organizations or local authorities can contribute expertise as well as human and financial resources to increase the reach and continuation of the measures after the end of the project.
  • Draw up a Memorandum of Understanding (MoU) that clearly defines the nature of the cooperation.
  • For financial or practical support from RMCH, please use our Project application form. Incorporate the findings from the needs analysis and the objectives, indicators and activities developed.
  • Create the budget together with your partner club. In this video and the document Budgeting and Financial Management, we explain what you should pay attention to when creating and managing a budget.
  • Complete applications are evaluated according to our Funding criteria.
  • There may be queries from RMCH. Answer these promptly as a team.
  • Once your project has been approved, we will publish it on our website. Please complete the template for your project profile and send it to projekte@rotary-rmch.de.
  • The sponsoring club should set up a bank account under club control with two authorized signatories and that serves exclusively as a project account.
  • If required, set up an account in foreign currencies such as EUR or USD in addition to an account in the local currency.

Communicate regularly

  • Communicate regularly within the team and with partners. Contact the RMCH team if you have any questions.
  • Make decisions as a team, ensure that targets are met, and the budget is adhered to. In this video and the document Budgeting and Financial Management, you will find information on financial management.
  • If necessary, organize a project trip to the host country.

Submit reports

  • Submit an interim report on the progress of the project every 12 months. The interim report for the first year of implementation needs to be submitted no later than 2 months after completion of the first year.
  • Document the project in pictures. Make sure that all persons depicted have given their consent for use. You can find the template for a declaration of consent here.

Make adjustments as necessary and continuously document learning experiences

  • Review the implementation plans and timetable regularly with those involved and make adjustments if necessary. Document the learning experiences regularly so that they can be used for further projects.
  • Communicate financial and changes in your implementation plan to RMCH and its partners prior to implementation.
  • After the project has ended, use the initial data collected to measure the change in the target group (see also step 2: Formulate the project goals and activities)
  • If the objectives have not been achieved, think about what you could do differently in the future.
  • Provide RMCH, as well as partners, other donors and project participants, with a final report including images. This must be submitted no later than two months after the end of the project.
  • Repay all unused project funds immediately.
  • Keep all receipts for five years after the end of the project.

Take an inventory of equipment and use an inventory list to record where and in whose possession it is.

  • Use the contacts, resources (financial and human) and lessons learned during the course of the project to enable replication or continuation of the project by partners or other clubs.
  • Share your knowledge about the necessary costs and communicate the project results openly to interested implementing organizations/partners. Fill out the document Lessons Learned and send it to projekte@rotary-rmch.de.
  • Successful measures can be introduced in other regions of the country

Erfolgreiche Maßnahmen können in anderen Regionen des Landes angestoßen werden.

Everything at a glance

If you want to apply for RMCH financial or practical support

Important documents

Project planning

Finances

Project implementation