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Signature Process
The signature process applies to the Districts that have elected to use the Rotary Grants Website to get their clubs to apply for DDF matching funds. After a project is Fully Pledged it needs to be elecronically signed to be submitted for DDF approval by your District Leadership. This signature process is done at the Club level, not the district. After a project is signed it can be reviewed and approved by the District Leadership.
Starting the Process
To start the signature process go to your project administration page and click on the "Start Club Signature Process" button. On the next page you need to select the Club Signatories. Check with your District Leadership to see who you should select on the proposed list, since the exact process may vary from district to district. My recommendation to the districts is to only require a signature from 1. the primary project partner, and 2. any Club President requesting DDF (requests from multiple clubs on the same project should require multiple signatures). This is to make sure the club leadership has agreed to use their DDF allocation for this project.
If you uploaded document for your project you can also select documents to be included in the signature process. After the project is submitted for signature, the project status is changed to "Submitted" and the project information (description, financing, etc.) and the included documents are locked and cannot be changed without cancelling the signature process and restarting it again. If you need to do that, click the "Cancel Signature Process" button, make changes and start the process again. You can however update the information for the primary contact person, and you can also add some text as an "addendum" to the project description. This addendum will be displayed on the project page below the description, but will be flagged as not being part of the signature process.
Signing the Projects
Once the process is started, the people who were selected on the list have been sent an email with a custom 4-digit code that they need to enter on the signature page to sign the project. The fact that they received the email is proof they are who they are, so make sure the email addresses in the system are correct. The email has a custom link to go to the signature page. Just click on the link, check the box to accept the terms and conditions (if any in your district), enter the 4-digit code and click "Sign". You will be listed as having signed the project. Signature codes are using to each individual and each project.
If the email has been lost it can be sent again by clicking the "Resend Email" button on the right of the corresponding signatory.
Removing or Adding Signatories
Signatories are listed in a table on the "Description" tab of the administration page after the project has been submitted for signatures. If somebody was selected as a signatory by mistake they can remove themselves by clicking the red "X" on the left of their name. District Administrators can remove all signatories. If a signatory is missing it can be added by selected the name on the list below the signatory box, and clicking "Add". If the person you want to add is not on the list, he/she must first be added as a project partner on the "History Logs" tab of the administration page. Additions of signatories can only be done when the project is "Submitted" or "Signed".
After the Project is Signed
Once all the signatories have signed the project the status is changed to "Signed". Now it is up to the District Leadership to review the project and notify you of their approval. The District Leadership does this by clicking the "Approve" button on the administration page. In some cases they might ask that some changes be made to the financing or project description. If this happens the signature process has to be cancelled, changes be made, and the project needs to be signed again as changed.
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