1. Project Sponsors & Management This form is for Rotary Clubs and Districts in Australia to use when applying to register international projects with the Rotary Australia Overseas Aid Fund (RAOAF) that require tax deductibility for donations made to support your project. To ensure that your project meets the required criteria please read the Criteria pages 12 to 15 of this Application. The Regional Project Coordinator or your RAWCS District Chair can provide further information. The Application for Registration is based on an electronic table in WORD, to assist clubs keying in the required data. If you prefer to hand-write your information, the form is also available in a PDF version provided for this purpose. To submit your completed form to RAWCS: Contact your District RAWCS Chair (details are in your District Directory) and discuss your project. The District Chair may have information from other projects that will assist your planning. When your form is completed, submit it to RAWCS, through your RAWCS District Chair, to the Regional Project Coordinator. The Application for Registration will then be forwarded to the National Project Coordinator for processing. Donations to a registered project attract a 3% Service Fee to assist with the administration costs of RAWCS. The Fee will be deducted from the donation, before the donation is credited to the project. (If you think your project may also qualify for a Grant from the Rotary Foundation, you should consult your District s Foundation Grants Chair.) Please fill out all relevant sections. 1.1 Project Summary RAWCS Registration No. Given by RAWCS National Coordinator when registered PROJECT TITLE Location & Country Objective A brief summary 1.2 Sponsoring Club Rotary Club & District Rotary Club of District Project Manager Name of the person who will manage this project for your club and be the contact for RAWCS for the life of the project Contact Details Rotary Title Name Address: Phone Home: ( ) Phone Bus : ( ) Mobile: Fax: ( ) e.g. PP, PDG, Rtn. Email: If this project is supported by two or more Rotary clubs, for the second and subsequent clubs, complete section 1.4 Rotary elsewhere. RAOAF Project Registration Form, Version.1_2016_word page 1
1.3 Project Committee Details A committee of the Project Manager and at least two others from the sponsoring Rotary Club must be nominated here: Deputy Project Manager Usually the Project Treasurer or person who needs to receive notification of all donations to the project. Name Home Phone Mobile Phone Email address Other Committee Members Name Home Phone Mobile Phone Email address 1.4 Rotary elsewhere. If another Rotary Club or District from elsewhere in Australia or the world is also partnering in the project, include that club s details here. (For example, one of the tsunami-recovery projects has a UK District as a partner in the project.) Rotary Club & District Rotary Club Contact Contact Details (phone include, home and business, as appropriate) Address: Phone: Fax: Email: District If this project is supported by more than 2 clubs, just copy section 1.4 and include the relevant details for each club. 1.5 Project Partner. This is the organisation you will be partnering with, where applicable e.g. the organisation that will be receiving volunteers or funding from this project. Organisation Project Manager/Contact The Name of the contact in that organisation, and his/her title/position. Contact Details (phone include, home and business, as appropriate) Address: Phone: Fax: Email: RAOAF Project Registration Form, Version.1_2016_word page 2
1.6 Recipient Country Rotary. Where there is a Rotary Club in the locality of the project, include that club s details here. It is courtesy to ask the local Rotary Club and District to endorse the project. They do not have to take an active partnership in the project. If the club is a partner in the project, include the relevant contact details. Rotary Club & District Project Manager The Name of the contact in that organisation, and his/her title/position. District Contact Details (phone include, home and business, as appropriate) Address: Phone: Fax: Email: RAOAF Project Registration Form, Version.1_2016_word page 3
2. Project Details (To be completed by all project applicants) 2.1 PROJECT DESCRIPTION (Give a full description of the proposed project with as much detail as possible, including who will benefit. Supporting documentation such as sketch plans, drawings etc. may be provided as attachments.) 2.2 List all relevant local authorities who have been or will be consulted. (a) to date (b) between now & start of work 2.3 Have you contacted other Rotary Projects that operate at the same location to coordinate activities? Note: All projects must comply with local regulations for planning & construction. (a) (b) Check projects - http://www.rawcs.com.au/projectsearch.php Please note who has been contacted and what has been arranged. 2.4 Intended start date: 2.5 Expected date of completion: 2.6 Has an itemised budget been prepared & attached? YES NO Please comment if NO 2.7 When will funding be available to start the project? 2.8 Name/Contact details of financial Manager. Who will be responsible for FINANCIAL MANAGEMENT during the life of the project if different from Project Manager? 2.9 Does this project require tax deductibility for donated funds? Name Phone number Email If any donation is to be made to the Rotary Australia Overseas Aid Fund this answer should be yes. YES NO RAOAF Project Registration Form, Version.1_2016_word page 4
2.10 What will be provided to the Project by: (a) Sponsor Club? (b) Partner Club/s? (c) Recipient country partner? (d) Recipient country Rotary Club? (e) Other partners and sponsors? (f) Other agencies? e.g. volunteers, building materials, funds, management (a) (b) (c) (d) (e) (f) 2.11 What plans have been made to train and involve local nationals? 2.12 Have you considered the current infrastructure and if it will be sufficient to sustain the project when completed? 2.13 Supply details of arrangements that will apply when the project is completed. (a) Ownership of facility (b) Fit out, furniture (c) Supply of electricity (d) Who will pay power (e) Water supply (f) Consumables (g) Who will hire staff (h) Who will pay staff (i) Maintenance (j) Cleaning (k) Sanitation 2.14 Who will provide regular reports to the Project Manager? Please comment: e.g. water, power, sanitation, transport access, phone signal etc. Note: This is required to ascertain that consideration has been given to the ongoing management & sustainability of the project. (a) Who will own the facility? (b) Who will fit out & supply furniture to complete facility? (c) e.g. Connection to grid, solar,generator, other, none (d) Who will pay for power? (e) e.g. mains, tank, pump, hand carry, none (f) Who will supply consumables? (g) Who will hire staff? (h) Who will pay staff? (i) Who will carry out maintenance? (j) Who will clean facility? (k) e.g sewer, septic, bio or pit? Please advise who from the recipient organisation will report on the project to the Project Manager? 2.15 Other information RAOAF Project Registration Form, Version.1_2016_word page 5
3. Funding Projects (to be completed by Projects planning to deposit funds to the Rotary Australia Overseas Aid Fund to gain tax deductibility) (Some projects may also have Project Volunteers donating) 3.1 Provide information on how funding will be raised (a) By individuals (b) Rotary (c) Non-Rotarian Organisation (d) Corporate sponsorship (e) Government Grant (f) Other (a) (b) (c) (d) (e) (f) Rotary Club, District or Rotary Foundation Grant An organisation possibly formed for this project 3.2 Will donations be made to your Rotary Australia Overseas Aid Fund project account Note: All donations MUST be made through the RAWCS Online Donation Facility to your Project Account. YES NO RAOAF Project Registration Form, Version.1_2016_word page 6
4. RAWCS Project Volunteer Teams (to be filled out by Projects planning to send Project Volunteer Teams or single Volunteers on survey or inspection of projects.) (Some projects will be Funding projects also) 4.1 Do you require volunteers to contact the Project Manager offering their services? Are Volunteers to be supplied only by your sponsoring Rotary Club? YES YES NO NO 4.2 Maximum number of volunteers on each team. 4.3 Estimated number of teams to complete the project. 4.4 Do volunteers require special Qualifications or experience? 4.5 Accommodation: (a) What accommodation facilities are available? (b) Who will provide it? (c) Is there a cost to the volunteer? (d) Is it suitable for both male & female volunteers? YES NO If YES please specify Remember volunteers cannot make a donation to the Project Account and receive a tax deductible benefit from the donation. (a) (b) (c) (d) YES NO If NO give reasons (e) 4.6 Who will provide the food and be responsible for preparation and cooking? 4.7 How will volunteers travel to the project site? 4.8 What is the distance between accommodation & project site? RAOAF Project Registration Form, Version.1_2016_word page 7
4.9 Will the site be prepared prior to the arrival of the RAWCS Volunteers? 4.10 Is access to the site difficult? 4.11 What is the recommended clothing & personal safety equipment for volunteers? YES NO If no, please comment YES NO If YES give details Clothing? Safety equipment? 4.12 What steps have been taken to ensure a safe working environment for the volunteers? 4.13 What first aid & medical facilities are available locally? 4.14 (a) Is electricity available at the project site? (b) Are power tools available on site? 4.15 What is the availability (rent, hire, or loan of large tools & equipment) 4.16 Are there any secure/ covered areas available for storage and work? (a) YES NO (b) YES NO If NO, can temporary arrangements be made? Please comment Secure YES NO If NO please comment Covered YES NO If NO please comment 4.17 Will the RAWCS volunteers have an opportunity to experience local customs? RAOAF Project Registration Form, Version.1_2016_word page 8
5. Endorsements 5.1 Within Australia - Project Manager I have read the Rotary Australia Overseas Aid Fund, Project Criteria (pages 12-15) and fully understand the responsibilities involved and acknowledge that the RAWCS National Project Coordinator is the final arbitrator as to whether the project is registered with RAWCS Ltd. I acknowledge that all projects will be subject to a Major Review, usually on a triennial basis. Rotary Club & District District Title of Officer signing as Project Manager e.g. President, PP, PDG Full Name:... 5.2 Australian Sponsoring Club I have read the RAWCS, Rotary Australia Overseas Aid Fund, Project Criteria (pages 11-14) and fully understand the responsibilities of my Club. I support this application for registration and recommend it for approval by RAWCS Ltd. as a registered project. Rotary Club & District District Title of Officer signing on behalf of the Club e.g. President Full Name:... Partner Clubs, please complete 5.5 5.3 District RAWCS Chair I am aware of this application for registration and recommend it for approval by RAWCS Ltd. as a registered project. Title / District: Full Name: Region... RAOAF Project Registration Form, Version.1_2016_word page 9
5.4 Sponsoring District Governor I am aware of this application for registration and recommend it for approval by RAWCS Ltd. as a registered project. Title / District: DG District Full Name:... 5.5 Regional Project Coordinator I am aware of this application for registration and to the best of my knowledge believe that the information provided is correct and that the project takes into account all aspects involving accountability, human rights, gender issues, sustainability, community relations and the environment. I recommend it for approval by RAWCS Ltd. as a registered project. Title / District: Full Name: Region... 5.5 Rotary elsewhere Partner Club / District I have read the RAWCS, Rotary Australia Overseas Aid Fund, Project Criteria (pages 12-15) and fully understand the responsibilities involved. I support this application for registration and recommend it for approval by RAWCS Ltd. as a registered project. Rotary Club & District Title of Officer signing on behalf of the Club Full Name: District e.g. President... If this project is supported by more than 2 clubs, just copy section 5.5 and include the relevant details for each club. RAOAF Project Registration Form, Version.1_2016_word page 10
NOTE: This page must be signed for each country that the project operates in. 5.6 Recipient or Endorsing Rotary Club Overseas This Club is aware of the proposed project detailed above. We have made the necessary enquiries in relation to the purpose, need and ongoing support for the project. Having considered all the aspects of the project including human rights, gender issues, sustainability, community relations, the environment and other relevant factors, this Club fully supports the application for registration. Rotary Club & District District Title of officer signing on behalf of the Club e.g. President, PP, PDG Full name... 5.7 Recipient Country District Governor (of the relevant Rotary District) I am aware of this application for registration I recommend it for approval by RAWCS Ltd. as a registered project. Title / District: DG District Full Name:... 5.8 Government Department or Recipient Organisation The above project is supported by this Department or Organisation. The Department /Organisation confirm that the project will fulfil the needs of the people in this particular area and that, upon completion; it will be a viable entity and receive our support. Department of: Address: Title of Officer signing on behalf of the Dept Name of Officer signing on behalf of the Dept.... For more than one government department or organisation, copy the section above RAOAF Project Registration Form, Version.1_2016_word page 11
What is the Rotary Australia Overseas Aid Fund? RAWCS has established the Rotary Australia Overseas Aid Fund (ABN: 21 388 376 554) to assist Rotary Clubs and Rotary Districts in Australia to respond to needs of their projects in overseas countries. Tax deductibility is allowable for gifts to aid activities in those countries declared as developing by the Minister for Foreign Affairs. The list of approved developing countries is available from: http://dfat.gov.au/aid/where-we-give-aid/pages/where-we-give-aid.aspx Overseas Aid Funds must be registered with the Australian Charities and Not-for-profits Commission (ACNC) before submitting an application to Australian Aid who recommend successful applicants to the Minister for Foreign Affairs for approval. Once approved the Deputy Treasurer is notified by DFAT and the applicant (RAOAF) is published in the Commonwealth Government Gazette. Overseas Aid Funds are bound by the regulation of all these departments and organisations. Projects can be registered with the RAOAF by Australian Rotary Clubs and Rotary Districts who are of good standing with Rotary International. Rotary Clubs and Districts operating RAOAF projects are acting as agents for RAWCS Ltd. What are the project criteria? It is required that all RAOAF Projects must: have the approval and support of their Australian Rotary Club. Known as the sponsoring Club. appoint a Project Manager who a must have a committee of at least three nominated to manage the project. (i.e. Project Manager and two others all of whom must be members of the sponsoring Club). conduct activities that are focused on sustainable development and/or relief covering at least one and preferably two years. (See definitions below) carry out overseas activities on a partnership basis with indigenous organisations (incountry partners). You must work with an in country Rotary Club and/or other in country indigenous organisations. demonstrate that their partnerships reflect equality, mutual respect, mutual learning, honesty, transparency, and encourage self-reliance. have a Project committee and its overseas partners that are both effective in conducting their activities. ensure that their project identifies their work by erecting signage that identifies the project as a project of Australian Aid and the sponsoring Rotary Club. This also applies to publicity on or about the project. The RAWCS logo should be used where possible. maintain complete financial and documentary records of the project audited by their Rotary Club. be more than just a fundraising arm of its overseas partners. submit an online report completed by the Project Manager every six months. (This includes both financial and operational records as explained below). actively plan with the local community how their project and its partners approach each stage of the project cycle of Identification, Design, Appraisal, Monitoring and Evaluation. evaluate regularly the outcomes and impact of the project activities it supports. be aware of terrorism and sex tourism/child protection issues and ensure they do not inadvertently support these activities in any way. RAOAF Project Registration Form, Version.1_2016_word page 12
How does the Rotary Australia Overseas Aid Fund work? It is desirable that all projects have a definite start date and completion date. Projects can be registered on the project registration form found our website http://rawcs.org.au/?page_id=250 All applications must have the signature of the Project Manager, the current Rotary Club President, District Governor, District RAWCS Chair and Regional RAWCS Coordinator. In addition, they need signatures from the endorsing overseas Rotary Club, District Governor and/or in country indigenous organisations. All donations requiring a tax deduction must be deposited into the RAOAF account by the online donation facility that we establish for each project. Deposits can be made by credit card, cheque, or direct deposit. Payments to the project will then be made by the National Secretariat at the request of the Project Manager in writing (email will be accepted). A service fee of 3% will be deducted from all donations to the RAOAF. Exemptions to the service fee are explained in the Service Fees Policy available on our website. The RAWCS National Secretariat will provide the Project Manager a project financial statement every month in which transactions have been made and at the completion of each project. These statements list all transactions and must be checked by the Project Manager to verify they are a correct record of the project s activities. These reports and all records are to be kept for a minimum of seven years by the Project Manager. Record keeping Financial records must be maintained by the Project Manager. Financial records are documents that: allow you to explain the project's financial transactions, position and performance allow financial reports to be prepared and audited These include receipts, invoices, banking records, details of any contracts, details of any grant payments, salary records (if employees), and other similar documents. If a Rotary Club or project receives funds into their own accounts for the project, they should establish an entirely separate bank account. It may be interest bearing but not a term deposit account. This account should be subject to audit by the sponsoring Rotary Club s auditors. The purpose of this separate account is so that every transaction is transparent and obvious for audit purposes. If there are any surplus funds in the Project account at the completion of the project, it must be deposited to a currently registered RAOAF project of the Project committee's choice. This is a stated requirement of an overseas aid fund. Project Managers will be responsible to complete and submit online project reports every six months. An email will be sent to them with a link to the actual report. It needs to be filled in online and then submitted. A copy will be sent to their own Rotary Club, District Governor, District RAWCS Chair, Regional RAWCS Chair and the National Projects Manager as well as being placed on the project file. RAOAF Project Registration Form, Version.1_2016_word page 13
Operational records must be kept by the Project Manager. Operational records are any other documents about your projects operations. These may include meeting minutes, reports, and written details of your charities activities, programs or services. You need to keep records that allow RAWCS and the ACNC to assess whether: your project continues to be an eligible project. For example, the documents should show what activities you are doing to further your project's charitable purpose. your project is complying with its responsibilities under the ACNC Act All projects can be subject to audit at any time by RAWCS National and Regional officers of RAWCS or officers of the ACNC. More information on Overseas Aid Funds and record keeping is available from Australia Aid and the ACNC at the following links: http://dfat.gov.au/aid/pages/australias-aid-program.aspx http://www.acnc.gov.au/acnc/fts/overseas_charities.aspx Volunteers cannot make a donation and claim tax deductibility if they receive a benefit from that donation (e.g. accommodation, airfare and food are benefits). Volunteers are covered for insurance if they submit their applications and register with their RAWCS Regional Coordinators two weeks prior to departure. DEFINITIONS of DEVELOPMENT, SUSTAINABILITY & RELIEF WHAT IS MEANT BY DEVELOPMENT? Development seeks to improve the conditions of communities in a sustainable way. It is based on working with communities, rather than for or on behalf of communities. For example, if a community needs a well dug, they might ask an organisation to dig them a well. The development approach would say No. Instead, we'll help you dig your well, first by looking at all the things that you as a community can do to dig the well. Someone outside of the community will only do those things on the list that can t be done by the community. The result would be that the community will have its well, more skilled members, and a sense of its own ability, not disability. Development is a process where a community of people work together to break the cycle of poverty and dependence so that their fundamental needs are met and the quality of their lives is enhanced. Development activities seek to address the root causes of the need identified and in doing so, make a contribution to reducing that need in the long term. Another example of development would be teaching a community how to fish, so that they can feed themselves, rather than feeding the community for a day. The following principles are key to development activities: PARTICIPATION The local community should decide what to do, and how to do it, and do as much of the work as possible, rather than the assisting organisation. All these actions help a community to believe in itself and its abilities. As it tackles and solves one issue, it becomes more skilled and confident in tackling the next one. The involvement of local people helps organisations to better understand the needs and aims of the people who will come into contact with the project. It also increases the sense of ownership of the project by local stakeholders, which increases the likelihood of project objectives being achieved and local people being committed to carrying on the activity after outside support has stopped. RAOAF Project Registration Form, Version.1_2016_word page 14
FAIR DISTRIBUTION Development activities seek to improve the well-being of those in need without favouritism or discrimination by race, religion, culture or political persuasion. This means that although a project may target a particular location or community, it seeks to bring about positive changes for the benefit of all members of the community. Development activities do not seek to promote the well-being of a particular group or community because of their racial, religious, cultural or political persuasions nor do they seek to change the religious or political persuasions of project participants. The acceptance of specific religious beliefs or membership in a particular religious group must not be a condition for communities or individuals participating in relief and development programs. It is essential that development project benefits flow fairly, without discrimination. SUSTAINABILITY Development projects or activities aim to produce benefits that are sustainable that is, benefits that will continue after development assistance has ceased. Activities which build on local demand and initiatives have much better prospects for sustainability as they are more likely to have local support both during implementation and beyond. Activities which provide scope for local stakeholders to participate meaningfully throughout the project are also more likely to produce benefits that are sustainable, as this leads to local stakeholder ownership and commitment. The concept of sustainability does not necessarily mean the continuation of development activities, but rather that the benefits are appropriate, owned by the stakeholders and supported on an ongoing basis with locally available resources. WHAT IS MEANT BY RELIEF? Relief means the provision of basic support to people in emergency situations for example, natural phenomena such as earthquakes, or chronic disasters such as famine or conflict. In these emergency situations, direct assistance (such as distribution of clothing, food, seeds and tools, temporary housing) may be provided as part of a short term relief response. Relief measures are usually temporary and are directed at providing life-sustaining assistance or short-term recovery assistance aimed at putting people back on their feet. Relief is provided to groups of people, such as communities, directly affected by a disaster. ARE ANY ACTIVITIES INELIGIBLE? Activities which are not focused on development or relief are ineligible. This means that welfare, evangelical or partisan political activities cannot be considered under the RAOAF. Where an organisation does engage in the support of welfare, evangelical or partisan political activities, the organisation must be able to demonstrate an understanding of the difference between development, welfare, evangelism and partisan politics and how it manages these components separately. This can be demonstrated by written policies, brochures, budgets, expenditure reports and partner agreements. WHAT ABOUT SCHOOLS AND ORPHANGES? In the case of schools and orphanages, activities such as the provision of textbooks, uniforms, food, school fees and construction activities are generally considered to be welfare activities. Some organisations claim that the benefits of these activities lead to educated students, which in turn assists those students and their communities break their cycle of poverty. While this is a strong argument, it is critical that these activities are: provided in partnership with local community involvement; seek to build local capacity to meet local needs and have an exit-strategy. A good example of an activity which would be eligible under RAOAF is the establishment of a local vegetable garden to produce food for an orphanage, rather than providing funds for the food on an ongoing basis. This ensures that food is available over a period of time and is not dependent on ongoing welfare from external sources. Similarly, the construction of classrooms in a school would be eligible under RAOAF if the activity trained local people in construction techniques, was supported by a local community maintenance plan and was linked to the training of teachers to staff the classrooms. The activity is therefore part of a larger development project/program. RAOAF Project Registration Form, Version.1_2016_word page 15