The Rotary Foundation Future Vision pilot
Planning for the online qualification process
A fter attending the Future Vision Pilot Training in San Diego, the district must complete the online qualification process to achieve qualified status.
Please note, access to the online qualification process will not be available until after the January 2010 training. This page will provide districts with information about what will be required during the process so districts can start planning ahead. To complete the online qualification process and achieve qualified status, the district must submit its qualification information online through Member Access . This is the same site districts used to submit their pilot applications.
As part of their strategic planning process, district leadership should identify who -- along with the district governor, district governor-elect, and district Rotary Foundation committee (DRFC) chair -- will help to manage district qualification. In addition to selecting a district Rotary Foundation grants subcommittee, this will include choosing signatories for the district bank account fo grant funds and selecting an audit committee or entity to perform an independent financial assessment. It is important for the district to identify these individuals before initiating the online qualification process. If a district has properly prepared for the qualification requirements, the online process should be quick and simple.
The online process contains four parts to be completed by the 2009-10 and 2010-11 district governors and the 2010-11 DRFC chair. Any of these officers can initiate the qualification process; however, all three must login individually and submit information before the district can become qualified. As soon as one officer has initiated this process, the district’s qualification status shown on Member Access will change to “pending.”
The following steps will help to clarify exactly what information is needed for online qualification:
Part 1: Memorandum of understanding (MOU)
Part 2: Payee information form
Part 3: Annual financial assessment information
Part 4: Authorization and agreement
Part 1: Memorandum of understanding (MOU)
In this part the district must read and agree to the MOU , which is the legal document that details the terms of qualification and the measures that the district must implement to maintain qualified status and ensure proper financial management of grant funds.
To complete this part, each officer must
1. Login to
Member Access and read the MOU
2. Click that they agree with the terms of the MOU
Remember
- It is not necessary to implement all MOU requirements before submitting qualification; however, it is necessary to understand what each area entails to ensure the district will be able to properly implement the controls during the pilot phase.
- It is expected that district leaders will refer back to the MOU when managing grants and qualifying their member clubs.
- The Guide to Implementing the Memorandum of Understanding provides guidance for implementing all of these financial and stewardship measures along with a list of required action items
Part 2: Payee information form
This part requires the district to submit payee information for a district bank account established solely for managing Rotary Foundation grant funds. This information is required during the qualification process to ensure proper oversight of grant funds and streamline the payment of future district-sponsored grants. Details of the exact account requirements can be found in section 3 of the MOU .
To complete this part
1. Either the district governor, district governor-elect, or DRFC must login to Member Access and assign two Rotarian account signatories.
2. Each signatory must then login to Member Access and
- Enter the district's bank account information.
- Certify that the bank account information is correct and that they accept their responsibilities as account signatories.
Remember
- Both account signatories must be Rotarians in good standing who are members of the district, and both must sign off on all checks and withdrawals.
- The account should be a low-interest or noninterest-bearing account.
- Grant funds may not be deposited in investment accounts including, but not limited to, mutual funds, certificates of deposits, bonds, and stocks.
- The district bank account provided through the qualification process will be the account to which the Foundation pays all district grants. The district should also use this account to manage district-sponsored global grants.
Part 3: Annual financial assessment information
This part requires the district to provide information about its choice of financial oversight system to annually review the district’s financial management plan and its implementation. The details of the financial management plan and annual financial assessment requirements can be found in section 4 of the MOU .
To complete this part
Either the district governor, district governor-elect, or DRFC must login to Member Access and select the type of oversight system the district will use.
- Audit committee: Identify three district Rotarians who will serve on the committee
- Independent financial assessment: Identify the name and contact information of the firm or individual contracted to perform the assessment.
A district Rotary Foundation audit committee must
- Be composed of financially literate representatives from three different clubs who are active Rotarians and in good standing with the Foundation and RI
- Be appointed by the district governor-elect and approved by the district at the district conference
- Serve a three-year term during the pilot
- Have at least one member with professional accounting and audit experience
- Not include members of any grant project committee or the district Rotary Foundation grants subcommittee; the DRFC chair; the district governor-elect, immediate past district governor, or district governor; any member of the district allocation committee, if one exists; Rotarians who are or plan to be grant project contact; members of a grant committee; or a recipient of grant funds during the term of the audit committee
- Be free of conflict of interest
An independent financial assessment must
- Be carried out by an independent, financially literate person or entity who has no direct links with the funds being examined
Part 4: Authorization and agreement
This part requires the district governor, district governor-elect, and DRFC to authorize and agree to the information submitted. Officers should carefully review all of the information submitted for accuracy, because any changes in bank account, account signatories, or annual financial assessment information will require reauthorization by all three officers.
To complete this part
1. Parts 1, 2, and 3 of the online qualification process must already be completed.
2. The district governor, district governor-elect, and DRFC must verify that all information provided is complete and correct.
3. The district governor, district governor-elect, and DRFC must authorize and agree to the terms of qualification by clicking on the certification button next to their name.
Before submitting the qualification information
- Read and agree to the MOU.
- Verify that all required bank information has been entered.
- Verify that bank account signatories are correct.
- Verify that the audit committee or independent financial assessment information is correct.
Once all three officers have completed this part, the district’s qualification information will be submitted to the Foundation for staff review and its qualification status in Member Access will change from “pending” to “under review.”
After qualification information is submitted to the Foundation
Once all three officers have completed part 4 and submitted their online qualification information, the Foundation will review the submission. If all the information is complete and acceptable, the district will receive qualified status. Please note that submitting the information does not automatically result in qualification; however, staff will work with districts to quickly address any issues so that they can achieve qualified status as soon as possible.
Once qualification is achieved, the district’s status in Member Access will change from “under review” to “qualified.” It is then eligible to apply for Rotary Foundation District Grants and Global Grants beginning in April 2010. In addition, the district is then responsible for maintaining its qualification status by implementing the MOU. The Guide to Implementing the MOU , detail the steps the district must take to maintain qualification.
Finally, once qualified, the district is responsible for establishing a club qualification process for its member clubs who wish to participate in the new grant model. The district grants subcommittee is tasked with overseeing the qualification process for member clubs. The Foundation will provide resources to help districts develop their club qualification process.
Additional resources will be available before the 2010 International Assembly.