Guidance for Grant Seekers

Guidance for Grant Seekers

Below is a list of commonly asked questions, meant to give general guidance to grant seekers. You can find additional information about our Assets for Thriving Communities and Systems Change Accelerator grant categories,  Seed Grants, or the Learning Fund on their dedicated pages.

Many specific questions related to eligibility, requirements, and the application process are answered in our Grant Guidance Document.

General Grant Guidelines

  • Who is eligible to apply for a grant?

    Eligible organizations must:

    • Provide services in Antrim, Benzie, Grand Traverse, Kalkaska, or Leelanau counties.
    • Be a 501(c)(3) tax-exempt organization, the Grand Traverse Band of Ottawa and Chippewa Indians, a local unit of government, or a school district.
    • Partnerships and networks may apply using an eligible organization as a fiscal sponsor.

    Private foundations and individuals are not eligible for grant funding.  

    Start-up organizations are not eligible for Rotary Charities grants. Prior to applying, the applicant should have been providing services for at least one year. 

    Applications from units of government, governmental departments, organizations (including those applying through a fiscal sponsor) and schools must be approved by the elected body that is ultimately responsible for the grant funds and implementation.

    Please refer to "General Funding Requirements" in our Grant Guidance Document.

  • What is Rotary Charities' service area?

    Our service region includes Antrim, Benzie, Grand Traverse, Kalkaska, and Leelanau counties, located in Northwest Lower Michigan. We also consider funding organizations headquartered outside this five-county area if their work significantly benefits residents within our region and if the impact can be clearly measured or documented.

  • What kind of initiatives does Rotary Charities fund?

    Our grants support initiatives that build infrastructure, drive systems change, and explore innovative ideas. Whether you're piloting a project, expanding a program, or addressing a major challenge, we provide funding to help realize your vision.

  • Is there anything Rotary Charities will not fund?

    No part of a grant may be used for, or applied to:

    • Expenses related to work completed prior to the grant period
    • Debt service
    • Immediate short-term emergency needs of clients (for rent payment, gas money, food, etc.)
    • Endowment funds, unless such support is considered necessary to carry out other Rotary Charities objectives.

    Grants to school districts will be directed to programs and facilities that serve the entire district and not benefit only a single building. Grants for school curriculum will generally not be considered.

    Please refer to "General Funding Requirements" in our Grant Guidance Document.

  • Does Rotary Charities accept funding requests from faith-based organizations and churches?

    Proposals from faith-based organizations must address community need or enhance the quality of life for citizens of the region and: 

    • Have a clearly demonstrated public benefit 
    • Be fully accessible to persons regardless of their individual religious creed or convictions 
    • Respect diversity of religious and spiritual beliefs of all individuals 

    Proposals will not be considered for any religious programs or services that:  

    • Require a person to hold or accept a particular religious belief, doctrine or creed as a condition to receive services 
    • Primarily address spiritual needs 
    • Have evangelism as the primary purpose of the program 
  • Are organizations able to submit more than one application in one funding cycle?

    Direct applicants may not submit more than one application in one category during the same grant cycle. Organizations serving as a fiscal sponsor may be able to submit more than one application for different initiatives with approval.

  • Are organizations with an active grant able to apply for another grant in the same category?

    It is allowable to have active grants in one of the biannual categories – Assets for Thriving Communities or Systems Change Accelerator – concurrent with a grant in one of the monthly categories – Seed Grants and Learning Fund. Current grants must be closed in order to apply for a new grant in the same category.

  • What is the responsibility of a fiscal sponsor? Do I need one in order to apply for a grant?

    We use the term Fiscal Sponsor to describe the organization that manages grant dollars for an initiative. We accept funding requests submitted on behalf of partnerships and networks; however, these must be managed through a fiscal sponsor. 

    Fiscal sponsors must meet all eligibility requirements and will have grant reporting responsibilities, including a final report and budget. Applicants applying under a fiscal sponsor must provide a signed fiscal sponsorship agreement and a Memorandum of Understanding (MOU) or other official agreements with project partners. 

    More information about fiscal sponsorships is available below:

  • Where can we find other funding for our initiative?

    We strive to connect changemakers with funders whose resources align with your goals. Explore our list of regional funding opportunities. 

Application and Grant Review Process

  • When are grant applications accepted?

    Applications for our Assets for Thriving Communities and Systems Change Accelerator grant programs are open twice a year during our Spring and Fall funding cycles.

    Applications for Seed Grants are accepted on a monthly basis. 

    Applications for the Learning Fund are accepted on an ongoing basis.

    Learn more about each of our grant categories.

  • What are the timelines for the Spring and Fall funding cycles?

    Below is a general timeline of the Spring and Fall funding cycles. Please refer to the Grant Guidance Document for specific deadlines. 

    Pre-Grant Meeting Window

    • Spring: Early January through Mid-February
    • Fall: Early July through Mid-August

    Applications Due in Online Portal

    • Spring: First week of March
    • Fall: First week of September

    Review Meetings

    • Spring: March through April
    • Fall: September through October

    Decisions and Notification

    • Spring: First week of May
    • Fall: First week of November
  • How do I prepare for and apply for a grant?

    We recommend a thorough review of our Grant Guidance Document for complete information on eligibility, requirements, and the application process. 

    Before you begin the application, you must schedule a pre-grant meeting with our staff to discuss your initiative. This conversation will help ensure your proposal aligns with our funding priorities and provide an opportunity to address any questions you may have. Come prepared to discuss the following:

    • Evidence of community need and how your proposal addresses it.
    • How your initiative will be broadly accessible, and potential barriers to access.
    • Input from constituents on project design. 
    • Required governmental approvals (e.g., zoning, permitting) if applicable.
    • Detailed plans for distributing requested funds among project partners (required for Systems Change Accelerator grants).

    Following your pre-grant meeting, our staff will provide you with a link to submit your application electronically.  

  • Can I preview the application questions?

    You can prepare for your application by reviewing the questions for each grant category:

  • What is the review process for Assets for Thriving Communities and Systems Change Accelerator grant applications?

    Staff and Board Review: Applications for Systems Change Accelerator grants are first reviewed by two members of the Rotary Charities staff and two members of the Rotary Charities board and scored based on the criteria in the Grant Guidance Document. 

    Volunteer Review: After staff and board review, the full application and a summary of the staff review are reviewed by two Rotarian volunteer reviewers. 

    Reviewer Questions and Applicant Response: After the reviews are completed, a list of questions (if any) will be compiled and the applicant can respond in writing or at the review meeting. 

    Review Meeting: A review meeting with the review team and the applicant will occur via Zoom. After the Zoom meeting, the review team will debrief and decide on a recommendation to be considered by the board. 

    Decisions: The Rotary Charities board of trustees will make funding decisions at their June (Spring applications) or December (Fall applications)  meeting.

    Notification: Applicants are typically notified of funding decisions within days of the Board meeting.

  • What is the review process for Seed grant applications?

    Staff Review: After a Seed grant application is submitted, it is reviewed by two members of the Rotary Charities staff and scored based on the criteria in Appendix 1 of the grant guidance document. 

    Q&A: A list of questions (if any) will be compiled and the applicant can respond in writing. 

    Decisions: A written summary of the staff review and a funding recommendation will be included in the board packet to be considered for funding at their monthly meeting.

  • What is the review process for the Learning Fund?

    Once a Learning Fund request is submitted, our staff reviews it to confirm the applicant's eligibility, assess the proposed learning experience, and ensure alignment with the fund's purpose. Requests are accepted year-round on a rolling basis, and applicants are notified of approval or denial within two weeks.

  • How are applications evaluated?

    Assets for Thriving Communities and Systems Change Accelerator grants are reviewed and scored by staff, board, and Rotarian volunteers. 

    Seed grants are reviewed and scored by staff. 

    Final funding decisions are made by the Rotary Charities board of trustees. 

    We use our Guiding Principles as criteria, and application questions have been designed to elicit responses to the bullets under each criterion. 

    Responses are scored on a scale of 1 to 5 using the following scale: 1=Does Not Meet Criteria, 2=Mostly Does Not Meet Criteria, 3=Somewhat Meets Criteria, 4=Mostly Meets Criteria, 5= Meets or Exceeds Criteria.

    Detailed Scoring Criteria can be found in Appendix 1 of the Grant Guidance Document. 

Changemaker Support

  • What support or resources are offered to grant applicants?

    We strive to offer comprehensive support starting before the application process. This begins with a pre-grant meeting to review your initiative and confirm readiness to apply. Our team is available to provide ongoing guidance throughout the application process, your grant period, and beyond.

    In addition, we offer resources to help changemakers build capacity and grow, including:

    For Systems Change grantees, we provide extra support through a Community of Practice and Systems Change Coaching, fostering collaboration and deeper impact.

  • Who should I contact with questions?

    If you encounter any challenges while completing your online application, contact Kendra directly for assistance. We are here to support you throughout the application process.

    Contact us