DISTRICT ROTARY FOUNDATION SEMINAR LEADER’S GUIDE The District Rotary Foundation Seminar Leader’s Guide (formerly the District Rotary Foundation Seminar Manual) is an editable tool created for the district training committee and the district Rotary Foundation committee, which conduct the seminar. All session guides and PowerPoint slide presentations are included in the compressed folder. You are not required to offer all of the sessions included in the compressed folder for the seminar, as you will see on the sample agenda below. The slide presentations contain speaking points in the notes section of each slide. We encourage you to tailor the format of each session to meet your needs. Purpose This seminar outlines the Foundation’s programs and policies and emphasizes the benefits of involvement in Rotary Foundation grants and activities. Your attendees can get answers to their Foundation questions and updates on any policy changes and goals for the year. The seminar also offers an opportunity to recognize individuals and clubs for outstanding Foundation contributions. While all Rotarians should be encouraged to attend, your target audience especially includes club presidents, club presidents-elect, club Rotary Foundation committee chairs and members, new district leaders, and new members. The goals of the seminar include: Increasing financial support for Rotary Foundation grants and activities Encouraging clubs to establish Rotary Foundation committees Giving club leaders the tools and training they need to motivate members to support The Rotary Foundation Exchanging ideas about district activities Convening and planning the seminar The district governor can convene the meeting or delegate that responsibility to the district Rotary Foundation committee. The committee develops the seminar’s content along with the district training committee, which can also assist with planning, promotion, logistics, and the preparation of training leaders. Consider asking a regional Rotary Foundation coordinator to serve as an adviser or keynote speaker. Scheduling Your district Rotary Foundation seminar should be held between July and November. This timing allows your participants to use what they’ve learned so far during the Rotary year and helps you achieve your district’s goals before the end of the Rotary year. 2 Sessions A needs assessment will help you determine which topics to include in your training. Your district Rotary Foundation committee may also require that you cover certain topics. Each session guide suggests using the training format — for example, panel discussion or workshop — that best suits the topic. Some session guides provide multiple activities to choose from. Be sure to include local examples, questions, and laws that are relevant to your participants’ situation. Adapt any of the sessions’ worksheets using local examples if that will enhance your participants’ learning experience. This leader’s guide covers the following recommended topics: PolioPlus (panel) Rotary Peace Centers (self-led round tables) District Grants (workshop) Global Grants (idea exchange) Areas of Focus (workshop) Scholarships (self-led round tables) Vocational Training Teams (idea exchange) Foundation Funding and the SHARE System (workshop) Fundraising (workshop) Stewardship and Qualification (panel) Alumni Relations (idea exchange) Recognition (speedmeet) We’ve included session guides and slide presentations for each of these topics except PolioPlus, for which there is a session guide but no presentation. For an up-to-date PolioPlus presentation, contact PolioPlus program staff at +1-847-866-3305 or polioplus@rotary.org. Training on grant management and qualification is covered in the district grant management seminar. Consider holding it in conjunction with the district Rotary Foundation seminar. 3 Agenda When planning your agenda, you can use the sample below as a starting point. Review the list of sessions to decide which topics to cover during your seminar. See the sample agenda below that shows topics for a suggested event. You are not required to offer all of the sessions. Be sure to consider the number of participants, number of trainers, and the venue size. You may also consider holding separate sessions for club Rotary Foundation committee chairs or offering concurrent sessions on multiple Foundation topics. SAMPLE AGENDA SUGGESTE FINIS D MINIMUM START H DURATION DISTRICT ROTARY FOUNDATION SEMINAR 30 min. Registration 60 min. Opening Plenary Session • Announcements • District Foundation accomplishments • General Rotary Foundation update • Goals for the year 15 min. Break CONCURRENT SESSIONS 60 min. Session 1a: District Grants Session 1b: Stewardship and Qualification 10 min. Transition to next session CONCURRENT SESSIONS 60 min. Session 2a: Global Grants 60 min. Lunch Session 2b: Fundraising 4 Recognition of Rotary Foundation donors CONCURRENT SESSIONS 60 min. Session 3a: Foundation Funding and the SHARE System Session 3b: Rotary Peace Centers 10 min. Transition to Closing Plenary Session 30 min. Closing Plenary Session • Call to action • Thanks for participation • Evaluation Sessions can be lengthened if necessary and if the agenda allows. Your trainers should plan the sessions carefully, allotting enough time to cover all of the content for each session. Since participants’ experience levels and familiarity with the content differ, you might consider hosting two versions of the Global Grants session, one for beginners and one for those with advanced knowledge. Session formats Various session formats are suggested, depending on the topic. The table below describes each format. Idea exchange Idea exchanges work best when participants have experience with the topic. A training leader facilitates discussion, ensuring that all participants have a turn to speak and that no one dominates the conversation. The trainer can include an activity at the end of the session so participants can apply the ideas discussed. Idea exchanges work best when seating is arranged in a U shape. 5 Workshop Workshops work best when the objective is to teach participants a skill by having them practice it, or to give them new understanding through an engaging activity. Workshops should be led by experts and require a room configuration that allows for group collaboration and space for the facilitator to circulate among participants. Panels work best when the objective is to convey information through personal stories, expert-led demonstrations, or visual presentations. The room should be arranged with a table at the front for panelists, theater seating for the audience, and any needed audiovisual equipment. Panel Speedmeet Speedmeet sessions allow for a series of timed one-on-one conversations in which participants share ideas and network. The room can be configured in a U shape or with a line of tables with chairs on each side. Self-led round tables Self-led round tables are directed by the participants themselves, and they work best when the objective is to offer participants time to network, share successful approaches, discuss topics they’ve chosen, and generate ideas for joint projects. Plenary Plenary sessions work best when the objective is ses to motivate and inspire participants or to provide sio new information or updates on a topic relevant to n a large audience. Plenary sessions often feature multimedia presentations for added impact. The room is usually arranged with a stage and a large screen for visual presentations and with theater seating to accommodate a large group. 6 Slides We’ve provided PowerPoint slides for each of the sessions. Use them as a starting point for developing your training sessions. Using photos or other visual aids can help participants relate to the content. Consider adding local photos and examples to the slides to make them more relevant for your participants. Important note: Make sure to have trainers cover all slide content, including the slide notes; they contain key messages, discussion questions, and other important information. Publications for participants We recommend the following Foundation publications for use at your district Rotary Foundation seminar. Most of them are free. Consider displaying the materials at an information table. A general rule is to order one publication for every four participants. Items with catalog numbers can be ordered online (shop.rotary.org) or by email (shop.rotary@rotary.org) from Publications Order Services at RI World Headquarters (phone: +1-847-866-4600; fax: +1-847-866-3276), or from the RI international office that serves your area. Allow at least six weeks for processing and delivery. Many publications can be downloaded from Rotary’s Document Center. General information: Rotary Foundation Facts (159) Rotary International and The Rotary Foundation Annual Report (187) Rotary Foundation Goals (208) The Rotary Foundation Reference Guide (219) Rotary Foundation programs: Rotary Peace Fellowships brochure (084) PolioPlus Advocacy Toolkit Fund development: Life Income Gifts (109) Ways to Give (173) Donor Advised Fund brochure (382 — U.S. Only) Every Rotarian, Every Year brochure (957) Doing Good in the World DVD (978) 7 Every Rotarian, Every Year Rotary Foundation Sustaining Member badge stickers (956) Evaluations We’ve included sample evaluation forms for participants and trainers in this guide; encourage both participants and trainers to complete evaluations for the sessions they attend or lead. Getting started After reviewing this guide, determine who your training leaders will be. Find experts to lead the sessions and provide them with the session guides and slides in advance to allow sufficient time for planning. Comments? If you have questions or comments about this leader’s guide, contact: Learning and Development Team Rotary International One Rotary Center 1560 Sherman Avenue Evanston, IL 60201-3698 USA Email: learn@rotary.org Phone: +1-847-866-3000 Fax: +1-847-866-9446 8