Chapter 2, The Rotary ecosystem for disaster response¶
The 6-stratum pyramid¶
Rotary International is not a humanitarian organization. It is a global network of more than 1.2 million Rotarians organized into clubs, districts and zones, with a financial arm (The Rotary Foundation) and specialized expert groups (the RAGs). When disaster strikes, this network can mobilize considerable resources, provided you know how it works.
The Rotary structure for disaster response reads from the field upward:
Stratum 6 │ ROTARY INTERNATIONAL (RI) — Evanston, Illinois
│ Global policy, institutional coordination
│
Stratum 5 │ THE ROTARY FOUNDATION (TRF)
│ Financial arm: Disaster Response Fund, DRG, Global Grants
│
Stratum 4 │ ROTARY ACTION GROUPS (RAGs)
│ Cross-cutting expertise: DNA-RAG, WASH-RAG, ESRAG, RAGFP, RAGCED
│
Stratum 3 │ ROTARY ZONE (~34 worldwide zones)
│ Inter-district coordination, zone funds
│
Stratum 2 │ ROTARY DISTRICT (~530 districts)
│ Grant submission, club coordination, DRO
│
Stratum 1 │ ROTARY CLUB (46,000+ clubs) ◄── YOU
│ First contact, immediate response, ground knowledge
What each stratum does FOR the club¶
The club does not need to understand Rotary International's internal policy, only what each level concretely brings when the crisis arrives.
| Stratum | What it does for the club | Typical delay |
|---|---|---|
| District | Submits the DRG (max 25,000 USD). Activates the DDRF (district relief fund). Coordinates between affected clubs. Deploys the DRO. | DDRF < 24 h, DRG 2-4 weeks (24-48 h pre-impact) |
| Zone | Coordinates when several districts are hit. Activates the zone fund (where it exists). Facilitates inter-district aid. | 2-5 days |
| RAGs | Bring technical expertise. DNA-RAG coordinates the overall response. WASH-RAG restores water. ESRAG advises on climate resilience. | Coordinator < 24 h, field expertise 3-14 days |
| TRF | Funds via DRGs, the central Disaster Response Fund, Global Grants. The ultimate financial arm. | DRG 2-4 weeks, Global Grant 3-6 months |
| RI | Activates global communications. Mobilizes worldwide donations for major disasters. Interface with governments and the UN. | 1-3 weeks |
Information moves up, resources move down. The club provides the needs assessment and ground data. The network above provides money, material and broad coordination.
The key people to know, before the disaster¶
You do not want to be looking for a phone number while your city is underwater. These contacts must already be in the phone of the Disaster Coordinator, the president and two other board members.
At the district level¶
| Role | Acronym | Role in disaster | Why you need them |
|---|---|---|---|
| District Governor | DG | Supreme authority of the district. Co-signs the DRG. Activates the DDRF. Notifies ShelterBox. | The DG triggers the funding. No DG, no DRG. |
| District Governor-Elect | DGE | Replaces the DG if unavailable. Continuity. | If the DG is himself affected by the disaster. |
| District Disaster Relief Officer | DRO | Appointed by the DG. Coordinates the district's disaster response. Interface between clubs and the DG. | Your main contact. Call the DRO first, he knows what to do and relays up to the DG. |
| District Rotary Foundation Committee Chair | DRFC | Co-signs TRF grant requests. Handles the financial aspects. | Without their signature, no DRG or Global Grant can be submitted. |
| District Disaster Response Committee | DRC | Committee activated by the DG in a crisis situation. | Operational coordination at district level. |
At the RAG and partner level¶
| Contact | Organization | When to contact | How |
|---|---|---|---|
| DNA-RAG representative for your zone | DNA-RAG | As soon as a disaster hits or threatens several clubs/districts | Via dna-rag.com or monthly meeting (2nd Monday, 9 a.m. EST) |
| ShelterBox | RI partner | When emergency shelters are needed (via the DG) | rotaryrequest@shelterbox.org |
| TRF Grants | The Rotary Foundation | For any question on DRGs and Global Grants | grants@rotary.org |
Contact sheet to fill out NOW¶
Take 15 minutes. Fill out this sheet and distribute it to the board members.
DISASTER CONTACTS — Club of _________________________
District No.: ________
District Governor (DG):
Name: ________________________________
Phone: _______________________________
Email: _______________________________
District Governor-Elect (DGE):
Name: ________________________________
Phone: _______________________________
District Disaster Relief Officer (DRO):
Name: ________________________________
Phone: _______________________________
Email: _______________________________
District Rotary Foundation Committee Chair (DRFC):
Name: ________________________________
Phone: _______________________________
Email: _______________________________
DNA-RAG Contact (zone):
Name: ________________________________
Phone / Email: _______________________
ShelterBox:
Email: rotaryrequest@shelterbox.org
TRF Grants:
Email: grants@rotary.org
Local Red Cross:
Delegate name: _______________________
Phone: _______________________________
Civil protection / Town Hall:
Crisis contact: ______________________
Phone: _______________________________
Mandatory update: each year on July 1st (start of the Rotary year), when the DG and potentially the DRO change.
The 7 funding mechanisms, club view¶
Money is the nerve of the response. Rotary has 7 distinct funding mechanisms, each with its own rules, timelines and initiator. From the club's point of view, here is what to remember:
| # | Mechanism | Amount | Delay | Who initiates | What the club must do |
|---|---|---|---|---|---|
| 1 | District Disaster Relief Fund (DDRF) | Depending on fund balance | Immediate | DG alone | Relay needs to the DRO. This is the first lever: no TRF approval needed. |
| 2 | Disaster Response Grant (DRG) | Max 25,000 USD | A few days | District → TRF | Provide the needs assessment. The DG + DRFC submit via Submittable. Can be submitted BEFORE impact (named storm). |
| 3 | Zone Disaster Response Fund | Variable | Fast | Zone Director | Inform the DRO. Exists in certain zones (e.g., Zones 33/34 Caribbean). |
| 4 | DNA-RAG Fund | Variable | Fast | DNA-RAG | Contact DNA-RAG via your zone representative. 501(c)(3) fund. |
| 5 | Rotary Disaster Response Fund (central TRF) | No ceiling | Variable | TRF proactive | Nothing, TRF activates this fund itself for major disasters. Your donations feed it. |
| 6 | Global Grant | 30,000 – 400,000+ USD | Months | Club/District → TRF | Long-term project build (reconstruction, WASH). Requires an international sponsor club and the Grant Management Seminar. |
| 7 | District Designated Funds (DDF) | 50% of DDF/year | Depends on grant | District → TRF | District contribution to a Global Grant. Based on EREY contributions of the previous 3 years. |
Typical sequence of financial activation¶
In real situations, the mechanisms activate in this order:
HOUR 0 ──── DDRF activated by the DG (district's own funds)
The club acts with its members' resources
HOUR 6 ──── DRG submitted by DG + DRFC (if assessment available)
ShelterBox alerted (via DG)
DAY 2-5 ──── DRG approved by TRF (25,000 USD max)
ShelterBox deployed if criteria met (48h)
Zone Fund activated if multi-district
WEEK 2+ ──── Start of Global Grant build if reconstruction needed
DNA-RAG Fund in support
DDF directed toward the Global Grant
MONTH 2-6 ──── Global Grant approved (30,000 – 400,000+ USD)
Reconstruction phase launched
The critical point for the club¶
The Disaster Response Grant is the most important mechanism for the emergency phase. Three things to know:
-
The club does not submit the DRG, the district does (DG + DRFC). But the club provides the needs assessment without which the file cannot be built. A complete assessment relayed to the DRO within a few hours means a DRG approved within a few days. A vague assessment relayed late means a DRG that arrives too late.
-
The DRG can be submitted BEFORE impact, for named cyclones and storms. If your territory is in the path, the district can submit the DRG preemptively. This is a considerable advantage: funds can be available the day after impact.
-
The stewardship report is mandatory, preliminary report, interim report, final report. Without these reports, the district cannot submit a new DRG. Clubs that do not document their spending condemn their district's future responses.
The DDRF: your first line of financial defense¶
The District Disaster Relief Fund is a dedicated bank account, separate from the district's general funds, funded by clubs' annual contributions. Its decisive advantage: it can be activated immediately by the DG alone, without any TRF approval.
In the first 48 hours, when administrative delays can cost lives, the DDRF is the only Rotary financial lever available.
Check now: does your district have a DDRF? Is it funded? Does your club contribute to it annually? If the answer to any of these questions is no, raise the matter at the next district conference.
The Rotary Action Groups (RAGs), your network of experts¶
RAGs are independent organizations, recognized by the Rotary International Board, made up of specialized Rotarians. They are legal entities (501(c)(3) in the US) that operate cross-cutting, they are neither in a district nor in a zone, but available to all.
When it comes to disasters, five RAGs are relevant. Here is what each one does concretely for a club in crisis:
DNA-RAG, Disaster Network of Assistance¶
This is the central RAG for disaster coordination. Think of DNA-RAG as Rotary's "air traffic control" for disasters.
| Parameter | Detail |
|---|---|
| Site | dna-rag.com |
| Meetings | 2nd Monday of each month, 9:00 a.m. EST |
| Status | 501(c)(3), donations deductible in the US |
| Headquarters | Boynton Beach / Boca Raton, Florida |
What DNA-RAG does for your club: - Connects your club with other clubs and districts ready to help - Coordinates between affected zones and sources of aid - Funds via its own fund (donations at dna-rag.com) - Trains your members via workshops at district conferences and RI conventions - Provides planning guides (the Zones 30/31 guide is a transposable model)
DNA-RAG operates in three phases: - Phase 1 (0-72h): mobilization of local clubs, delivery of immediate aid, real-time communication - Phase 2 (72h-2 weeks): routing of funds and materials, coordination of volunteers - Phase 3 (2 weeks-years): reconstruction projects, Global Grants
WASH-RAG, Water, Sanitation and Hygiene¶
After every earthquake, flood or cyclone, water contamination is the #1 health risk. WASH-RAG provides: - Technical advisors for water quality assessment - Design of tailored purification systems - Help building WASH Global Grants - Collaboration with UNICEF WASH
When to activate: as soon as water pipes are broken or water is potentially contaminated. Priority disaster types: earthquakes (A1), floods (B2), cyclones (B1), droughts (C1).
ESRAG, Environmental Sustainability RAG¶
Formal partner of DNA-RAG. Specialized in climate resilience and risk prevention. Its role in disaster: - Climate vulnerability analysis of your territory - Advice on resilient reconstruction (Build Back Better) - Perspective on the evolution of climate-related risks
RAGFP, Rotary Action Group for Peace¶
Post-conflict reconstruction. Peacebuilding as part of recovery.
When to activate: conflict situations (F1) and their aftermath.
RAGCED, Rotary Action Group for Community Economic Development¶
Support for community economic development post-disaster. Help with livelihood recovery, microfinance, professional training and economic reconstruction of disaster-affected communities.
When to activate: recovery phase, economic reconstruction, revival of local markets and livelihoods after any major disaster.
Selection table: which RAG for which disaster?¶
| Type of disaster | DNA-RAG | WASH-RAG | ESRAG | RAGFP | RAGCED |
|---|---|---|---|---|---|
| Earthquake (A1) | ● | ● | ● | ||
| Tsunami (A2) | ● | ● | ● | ||
| Volcanic eruption (A3) | ● | ● | |||
| Cyclone / Hurricane (B1) | ● | ● | ● | ● | |
| Flood (B2) | ● | ● | ● | ||
| Drought (C1) | ● | ● | ● | ● | |
| Wildfires (C2) | ● | ● | |||
| Epidemic (E1) | ● | ● | |||
| Conflict (F1) | ● | ● | |||
| Refugees / Displaced (F2) | ● | ● | ● | ● | |
| Famine (F3) | ● | ● | ● | ● |
Note: DNA-RAG is always relevant, it is the entry point for any inter-district or inter-zone coordination.
ShelterBox and Disaster Aid, the operational arms¶
ShelterBox, Official Rotary Project Partner since 2012¶
ShelterBox is Rotary's most important partner in disaster response. Based in Truro (Cornwall, United Kingdom), founded in 2000 in Helston, it is an international humanitarian organization specialized in emergency shelters. Its projects are eligible for TRF funding.
What ShelterBox provides:
| Item | Detail |
|---|---|
| Family tents | Temporary shelters for displaced families |
| Reinforced tarps | Immediate protection of damaged dwellings |
| Solar lamps with battery | Lighting + phone charging |
| Thermal sleeping bags | Insulation down to 0°C |
| Portable stoves | Cooking without grid dependence |
| Water filters | Individual water purification |
| Thermal blankets | Cold protection |
| Cooking kits | Pots, utensils, cutlery |
Activation process:
- The DG (or the club via the DG) contacts rotaryrequest@shelterbox.org
- ShelterBox assesses against its response criteria
- If criteria are met: deployment possible in 48 hours
- The DG is notified of ShelterBox's presence
- Local Rotarians support the operation
What the club does for ShelterBox on the ground: - Cultural information and local customs - Help with customs clearance procedures - Transport and temporary storage of supplies - Translation and interpretation - Introductions to local authorities - Participation in distributions (if the ShelterBox team agrees)
The club is ShelterBox's local eyes, ears and hands. The logistics and humanitarian expertise comes from ShelterBox. The ground knowledge comes from the club.
Concrete example, Zones 33/34 (Caribbean): deployment of 600 solar lamps, 200 ShelterBox bags, 250 sleeping bags, 110 stoves, 600 water filters, 800 blankets. Plus a 100,000 USD matching grant to the zone fund.
Disaster Aid USA (DAUSA)¶
| Parameter | Detail |
|---|---|
| Site | disasteraidusa.org |
| Specialty | Physical ground response (debris removal, cleanup, distributions) |
| Activation | Through coordination with the Rotary district |
What DAUSA does: - Debris removal and chainsawing - Mud and water cleanup (muck & gut) - Tarping of damaged roofs - Points of Distribution (PODs) - Water purification
When to call DAUSA: for hurricanes, floods and wildfires, mainly in North America. Pre-trained and pre-equipped teams, deployed under district coordination.
Disaster Aid Australia¶
Similar model to DAUSA for the Pacific zone (Australia, Vanuatu, Fiji, Solomon Islands, PNG). Affiliated with Rotary Australia via RAWCS (Rotary Australia World Community Service).
Regional networks, where Rotary has already proven itself¶
The Rotary disaster response setup is not theoretical. It has been tested and refined on the ground, with varying levels of maturity depending on the region.
Zones 33/34, Caribbean and Latin America¶
The most developed structure in the world. Reason: these zones are hit every year by hurricane season.
- Dedicated and active zone response fund
- Designated Zone Disaster Relief Coordinator
- Formal DNA-RAG planning guide
- 100,000 USD ShelterBox matching grant
- Recovery application developed by District 7020 (Jamaica)
- Documented responses: Hurricane Beryl 2024, Hurricane Helene 2024, La Soufrière eruption, Haiti earthquake
Florida model (District 6930)¶
The district that hosts the DNA-RAG leadership. This is the benchmark model: - Pre-established response plans - Online volunteer hub activated in a few hours - Pre-configured bank accounts and donation pages (activatable in 30 minutes) - "Compassion teams" (professional therapists for psychosocial support) - Model exported to Appalachia after Hurricane Helene
Australia/Pacific (Zones 8/9)¶
RAWCS state committees coordinating all Australian states. Disaster Aid Australia for physical response. ShelterBox Australia network. Notable case: Vanuatu earthquake 2024, District 9910, 26,000 USD DRG + 200,000+ USD total mobilized.
Southeast Asia¶
DNA-RAG mobilized for the Myanmar earthquake 2025 (M7.7). Philippines: districts historically the most active for typhoons.
Your zone¶
Where does your zone stand? Your district? Questions to ask your DG or DRO:
- Is there a Zone Disaster Response Fund in our zone?
- Does our district have a funded DDRF?
- Has a DRO been appointed this year?
- Is the District Disaster Response Committee established?
- How many district clubs have a Disaster Coordinator?
- Has the Grant Management Seminar been completed by the DRFC?
If the answer to several of these questions is "no" or "I don't know", your club has a role to play in moving things forward. Not by criticizing, by proposing. By setting the example. A prepared club can pull along an entire district.
Essential contacts, quick reference¶
| Organization | Contact | Use |
|---|---|---|
| Rotary International | +1-866-976-8279 / contact.center@rotary.org | General questions |
| The Rotary Foundation, Grants | grants@rotary.org | DRG, Global Grants |
| TRF, Donations | my.rotary.org/en/disaster-response-fund | Donations to the central fund |
| ShelterBox | rotaryrequest@shelterbox.org | Emergency shelter activation |
| DNA-RAG | dna-rag.com | Disaster coordination |
| WASH-RAG | wash-rag.org | Water, sanitation |
| Disaster Aid USA | disasteraidusa.org | Ground response USA |
| RAWCS | rawcs.com.au | Ground response Pacific |
Activation levels, DCA-1, DCA-2, DCA-3¶
The DCA (Disaster Committee Activation) is the Rotary activation scale, consistent with district usage (D7080, D5930). The lower the number, the stronger the mobilization. This scale is used throughout the book, on SITREPs and on reports to the district.
| Level | Scale | Who is mobilized | Resources unlocked |
|---|---|---|---|
| DCA-3 | Normal activity, advisory and planning mode | District disaster committee in advisory mode | Monitoring, training, drills, plan updates |
| DCA-2 | Significant event, committee activated, club overwhelmed, district needed | Club + District (DG, DRO, DRFC) | DDRF, DRG (max 25,000 USD), ShelterBox on alert, neighboring clubs |
| DCA-1 | Full-scale relief operation, major disaster exceeding the district | Club + District + Zone + RI | DRG, Global Grant, ShelterBox deployed, DNA-RAG, Zone Fund, international support |
Decision rule: when in doubt, step up one level (from DCA-3 to DCA-2, or from DCA-2 to DCA-1) and step back down later. Staying in DCA-3 while facing a real crisis costs 48 critical hours.
Next step: identify precisely which risks threaten your territory. That is the subject of chapter 3.