1. Why does CRCID have a geographic focus that appears not to be “fair to all concerned”. There are many clubs that have developed close relationships with clubs in countries that are not on the CRCID list. These may be implementing excellent programs and projects that meet all of the other criteria for funding. Why would they not be accepted?
   
   Response:
   CIDA is requiring that all of its partners focus their programs geographically and has recommended to CRCID that at its current funding levels should not have programs in more than a total of 10 countries.  The rationale for this decision can be found in the CIDA 2002 Policy Statement called “Canada Making a Difference in the World” that states:
   “To play a role in the reform of a particular sector, a donor usually needs to bring a certain critical mass of program funds as a recondition for effective participation in such a sector-wide effort.
   
   The lack of concentration of Canadian aid, combined with the impact of fiscal restraint on Canada’s aid budget in the 1990s, has resulted in a significantly smaller average program size.” 
   
   CIDA will select a limited number of the world’s poorest countries for an enhanced partnership relationship.
    
   All CRCID’s partners are expected to geographically focus their programs.  CRCID initially selected 9 countries that corresponded with CIDA’s initial list of countries eligible for enhanced partnerships and where Rotary projects were implemented by Canadian clubs. 
   The geographic focus of CRCID was subsequently revised as the 7 Rotary Districts that included these 9 countries, effectively increasing the total number of countries eligible for CRCID matched funding.  
   
   However, eligibility does not guarantee approval.  CRCID is required to submit a program proposal 6 months prior to the termination of a current agreement (i.e. October 2008) that includes the developing country programs approved by CRCID and the countries where they will be implemented.  Once approved by CIDA, these are likely the only programs that can be funded under this agreement during the term of the agreement (usually 3 years). 
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2. My club wants to do a project in a country that is not on CRCID’s list of approved countries?
   Response:
   A Rotary club is autonomous and can implement a project wherever it wants.  However, CRCID is limited to the terms and conditions outlined in its funding agreements.  If the country where your project is being implemented is not on CRCID’s list of countries, then CRCID is likely unable to financially support your project.
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3. What is the difference between the CRCID “Districts of focus” and the “countries of focus”?
   Response:
   CRCID’s geographic focus is the identified 7 Rotary Districts, including all of the countries in each District.  These countries are eligible for CRCID matched funding.  CRCID will accept proposals from Canadian Rotary clubs for programs in any of the countries in these Districts that meet all other funding criteria.   
   
   The CRCID Sectoral Committees will review the proposals and in collaboration with the Secretariat will select those that will be funded during the next program agreement.  For example, CRCID is required to submit a program proposal to CIDA 6 months prior to the termination of a current agreement (i.e. October 2008) that includes the developing country programs approved by CRCID and the countries where they will be implemented.  Once approved by CIDA, these are likely the only programs that can be funded under this agreement during the term of the agreement (usually 3 years).
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Program Proposals

1. What is the difference between a program and a project?
   
   Response:
   A program can be defined as a group of projects linked by common goals and objectives. 
   A project is generally focused upon providing development assistance to a single community or a neighbourhood within a community.  A program usually encompasses the entire country or a geographic region within a country.
   
   A project’s impact is generally limited to the community it is assisting without giving any considerations to how this project may interact with other communities in the area.  For example, drilling a well for a community may inadvertently lower the aquifer that is providing water for several communities in the area.  These other communities may find that they no longer have access to fresh water. 
   
   A program will take into consideration the impact of an intervention upon the beneficiaries of all communities reducing the probability of their being duplication of effort and/or gaps in assistance occurring during planning and implementation. 
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2. When does CRCID accept program proposals?
   Response:
   CRCID will accept program proposals for review until September 15, 2008 for possible inclusion in the October 2008 CRCID Program Submission to CIDA.  If a club program is approved first by CRCID and then by CIDA the implementation date will be April 1, 2009, unless otherwise notified.
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3. What is the procedure for submitting a program proposal and getting it approved?
   Response:
   Please refer to the appropriate sections of the CRCID Policy Manual for the most current procedures for submitting a program proposal and getting it approved by the CRCID Sectoral Committee.
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Is there a minimum and maximum amount that CRCID will provide for a program?
Response:
CRCID has not established any minimum or maximum program amounts because each program is different and the budget should reflect the realistic costs of implementing the program over a period of 3 years.  It is recommended that the 3-year program should be valued at a minimum of CAD$1 million.
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Project Applications

1. My Club is planning a project in a country that is not in one of the CRCID countries of focus.  Can CRCID still provide assistance?  If so, how?
   Response:
   CRCID will assist in any way that it can to locate alternate funding sources and/or any other assistance that can be provided.
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2. My club is planning a project that is located in one of CRCID’s identified Districts but the actual country is not included as one of CRCID’s countries of focus.  Can CRCID provide funding for this project?  
   Response:
   Unless we are able to change the countries of focus during a funding agreement to include the one you refer to, the short answer is no. However, if this project can be scaled up to become a program then it has potential to be funded under the next program agreement with CIDA.
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3. My club is planning a project that is located in one of the identified countries of focus under the current CIDA Program Agreement but it isn’t related to the program in that country.  Can CRCID provide funding for this project?
   Response:
   The short answer is no. CRCID can only fund projects if they are related to the approved programs under the terms of the agreement with CIDA
   
   However, it is also possible that there may be surplus funds available if the currently approved programs do not require all of the allocated CRCID funds.  If this situation occurs there will be a general call for Canadian Rotary clubs to submit pilot-project proposals that will be implemented in the identified countries of focus.   Notification for such a call for proposals will take place approximately 1-year prior to the termination of the CRCID/CIDA agreement.  It is a requirement that the approved pilot project(s) will receive and expend all CRCID funds on the project prior to the termination date of the CRCID/CIDA Agreement. So, it is important to keep us apprised of developments.
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4. Can a Canadian Rotary club submit a project application to CRCID and receive matched funding?
   Response:
   Project funding is only available if the project is related to an approved CRCID program that is being implemented in the same country.  The coordinator of that program must also approve any such project because any CRCID funding allocated to the project reduces the overall amount available for the program (for more details refer to the appropriate section of the current CRCID Policy Manual). 
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5. What does CRCID match and what is the maximum amount available for a project?
   Response:
   CRCID matches all Canadian Rotary club contributions; Canadian District Designated Funds (DDF); and the Canadian Rotary matched funds from the Rotary Foundation (TRF).  Currently, CRCID has not implemented a maximum on program related project funding.  Matched project funding is limited by the eligible Canadian Rotary contributions, the limited program budget and the approval of the program coordinator. 
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6. . Is there a way that the project can be reviewed or assessed prior to submitting an application to the CRCID office?
   Response:
   In the past, the CRCID office staff issued a "Pre-Assessment Questionnaire" and offered feedback and guidance to the application process prior to a formal application. This process, although still available, has now been revised to promote more communication with your CRCID Member..To determine the requirements of CRCID funding, simply follow these easy steps:
   
   1. Download and review the CRCID Program Proposal form and associated Guidelines.
   2. Review the pertinent sections of the CRCID Policy Manual. 
   3. Contact your CRCID Member and/or the Secretariat for further assistance with program planning, policies, and World Community Service

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Terminology

I noticed that The Rotary Foundation calls their funding "grants", but CRCID calls their funding "contributions". What's the difference?
Response:
A "grant" implies a one-time award given to applicants meeting certain parameters outlined for that particular award, and comes with it specific fiscal responsibility and reporting to ensure that it has been disbursed and utilized under the circumstances originally outlined in the application and award.
A "contribution" is similar to a grant in the above fiscal responsibility. Once CRCID agrees to fund your initiative, CRCID/CIDA considers itself to be one of the contributors to the project. As with all of your other partners/contributors to the project, CRCID expects to be kept up-to-date and informed of your progress, challenges and successes throughout the project.
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Correspondence and Communication

1. I'm receiving communication from both the CRCID office and the CRCID member. What's the relationship?
   Response:
   CRCID has a unique setup that has been a great benefit to Canadian Rotarians.
   Your CRCID Member is a Rotary volunteer dedicated to WCS and is available for consultation via phone, fax or email and may also be available for club presentations and Development Education training sessions for your club and/or WCS committee. CRCID members have a direct input and vote on CRCID policies.
   
   The CRCID Office, or Secretariat, is responsible for co-ordinating the paperwork for CRCID projects, following the policies and guidelines set out by the CRCID members and CRCID board.
   
   CRCID members are in communication with the Secretariat and receive regular updates regarding projects in their district. This enables them to take any action needed to communicate with clubs and answer any specific questions arising from your particular project or implementation stage.
   
   The CRCID structure is available on the Governance webpage.
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2. Who should get my correspondence, the CRCID office or the CRCID member?
   Response:
   The best way to send any project-related paperwork or correspondence is to send it to the CRCID Secretariat and to also send a copy to your CRCID member. That way, they are always current as to the status of your project should you need any personal assistance.
   The CRCID office always sends out correspondence with a copy to the CRCID member.
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3. Why doesn't the CRCID office send any correspondence to our out-of-country partners? How does CRCID communication get to them?
   Response:
   CRCID correspondence is limited to the primary Canadian Contact for the following reasons:
   • the CRCID contract (Letter of Agreement) is made only with either your Rotary Club or Rotary District, who has assumed responsibility for co-ordinating various aspects of the project
   • due to limitations at the CRCID Secretariat, we cannot reply to or send out multiple correspondences
     
     The CRCID Secretariat relies on the Canadian primary project contact to act as the communications co-ordinator between CRCID and your project partners. The CRCID Secretariat assumes that any information related to CRCID, including policies, reporting requirements, and current issues, is relayed back to all of the Rotarians and partners involved with your current initiative.
     
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Should I copy the CRCID office and my CRCID member on everything?
Response:
With the advent of email, it has become increasingly popular and easy to copy anyone on correspondences. As the primary project contact, it is at your discretion what you wish to send to the CRCID member and office. When you do so, please take into consideration that the CRCID office is obligated to print out any correspondences and take the time to determine if you need assistance. We therefore recommend that you keep copies of all correspondences in your personal files in case they are needed for future reference, and only correspond with CRCID on matters requiring our assistance.
When you correspond with the CRCID office, you should always include the CRCID project number, and copy your CRCID member.
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Payments

1. Does CRCID apply the same criteria for funding approved programs and related projects? 
   Response:
   No!  CRCID has developed specific criteria for program funding and for related project funding.  The criteria for the next funding cycle for both are outlined below:
   
   Program Funding:
   • CRCID receives a program proposal that is reviewed by the Secretariat and the appropriate Sectoral Committee to ensure that it meets all CRCID and Rotary approval criteria (deadline for submissions is September 15, 2008);
   • Overall program budget set once the Program is approved by CRCID and CIDA (implementation date would be April 1, 2009);
   • First advance available upon signing of the program agreement, based upon what eligible Rotary matched funding already available (between April 1 and June 30, 2009);
   • Additional advances only made upon the receipt of acceptable financial report (usually quarterly) and funding advance request form (August 2009, November 2009, February 2010, etc….);
   • Monitoring (interim) report due every 6 months (October 31, 2009);
   • Final report due 2 months after program termination date (May 31, 2012).
     

• Canadian Rotary Club;
• Canadian District; and,
• The Rotary Foundation (Canadian Rotary Club & District only)