Guide for Applicants. Funding Scheme for the Archiving of Programme Material

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1 Funding Scheme for the Archiving of Programme Material Guide for Applicants Round 2: Archiving of programme material which preserves a historic record of Irish culture, heritage and experience and in particular, that which safeguards historic material that is threatened by fragile physical condition or soon to be obsolete formats. December 2013 Archiving Scheme ASR2 - Guide for Applicants (December 2013) 1/14

2 1. Introduction The Aims of the Archiving Scheme Eligibility Information for Applicants Decision Making Process Contract Award Submitting an Application Form Disclaimer Archiving Scheme ASR2 - Guide for Applicants (December 2013) 2/14

3 1. Introduction The purpose of this document ( the Guide ) is to provide applicants and potential applicants to the Funding Scheme for the Archiving of Programme Material ( the Archiving Scheme ), with guidance on what the Archiving Scheme can fund, who can apply for funding and how to create and submit an application for funding. All applicants should read this Guide before completing the Application Form as it details the information that must be provided as part of an application. The Application Form and the closing times and dates by which applications must be submitted for consideration are set out on the BAI website at The BAI reserves the right to correct or alter any part of the present document. In the event that this document is altered or revised, an updated version will be made available on the BAI s website at and identified by the month and year it was published. In line with the Archiving Scheme, the relevant Guide for any funding round will be available at least 6 weeks before the closing date. Applicants are responsible for ensuring that they are using the current version of the Guide. Please note that this is a guide for applicants who intend to apply for funding from the Archiving Scheme. The BAI will be looking to support high quality archiving proposals of benefit to Irish broadcast heritage. The full Scheme document, Funding Scheme for the Archiving of Programme Material (May 2012) is available at The current funding round, for which applications were invited on 18 th December 2013, is for the archiving of programme material which preserves a historic record of Irish culture, heritage and experience and in particular, that which is at a high level risk of physical deterioration and/or obsolescence. For all queries regarding this Guide please contact the BAI at: T: E: A: Broadcasting Authority of Ireland 2-5 Warrington Place Dublin 2 Ireland Archiving Scheme ASR2 - Guide for Applicants (December 2013) 3/14

4 2. The Aims of the Archiving Scheme Further to the provisions of the Broadcasting Act 2009 ( the Act ), the BAI has been assigned the responsibility of developing, managing and administering an Archiving Scheme ( the Scheme ). The Scheme is financed through a percentage of the annual Broadcasting Fund 1 and will not exceed 20% of this fund. The Scheme has been developed to provide funding support for the development of an archiving culture in the Irish broadcasting sector which will contribute to the preservation of Ireland s broadcasting heritage. The main aim of the Scheme is the preservation of programme material which collectively encompasses the history and culture of broadcasting in Ireland from its beginnings. This will be achieved through the following main objectives: (a) The development of an integrated approach to the archiving of programme material including the promotion, development and safeguarding of Ireland s broadcast heritage ; (b) The development of suitable storage processes and formats to encourage and assist bodies in the restoration and/or storage of material recorded on failing or soon to be obsolete formats; (c) The provision of access to programme materials and to raise public awareness in the preservation and use of broadcast archive materials. 3. Eligibility Applications must meet the following minimum eligibility criteria in order to be considered for funding. In the event that any of these criteria are not met, applications will be disqualified. The BAI s decision in this regard will be final. 3.1 Applicant The following may apply to the Scheme: Broadcasters (public, commercial and community); Advertisers; Persons/institutions in possession of relevant material; Persons/institutions capable of carrying out work on archiving material considered to be of value to the State; and, Persons/institutions capable of furthering the Archiving Scheme s objectives. Individuals must be Irish or EU nationals/residents. Companies must be incorporated in Ireland or the EU. 1 The duration of the Broadcasting Funding Scheme is to end December 2014 Archiving Scheme ASR2 - Guide for Applicants (December 2013) 4/14

5 The BAI must comply with the Ethics in Public Office Act (1995) and the Standards in Public Office Act (2001). In this regard, if, as an applicant, you become aware of circumstances which might give rise to a conflict of interest in the context of your application, you must promptly bring such circumstances to the attention of the BAI. 3.2 Applications Applications should conform to the formatting and other requirements set out in Section 5 below. Applications which do not satisfactorily conform to these requirements will be disqualified. The BAI s decision in this regard will be final. 3.3 Programme Radio/Television material Subject to the exclusion outlined in 3.6 below, programme material is content broadcast in whole or in part, or recorded for, or broadcast, on radio and/or television. Advertising material Subject to the exclusion outlined in 3.6 below, advertising material broadcast in whole or in part, or recorded for, or broadcast, on radio and/or television. 3.4 Projects Projects eligible for funding shall include: archiving of material (refer section 3.3 above); and, projects related to archiving matters including: o research o needs assessments o analyses o feasibility studies o pilot projects o technological and system developments 3.5 Themes & Genres The themes of the programme material which will be given special consideration include material in or relating to the: Irish language; Irish life and culture; Irish music, drama and entertainment; news, current affairs or documentary, and any other category as identified by the BAI. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 5/14

6 Subject to the exclusion outlined in 3.6 below, and provided all of the above were made for broadcast and/or broadcast, the following genres of programme may be submitted to the Scheme: documentaries; speech programmes (including current affairs, education, sports and sound art etc); sports programmes; music programmes; children s programmes; and, Irish films. 3.6 Exclusion The following programme material is deemed ineligible for funding: Material not related to broadcast e.g. cinema, billboard advertising, publications; and, Material not linked to Ireland s culture, heritage or experience. 3.7 Audit European Commission rules require that an audit be completed on each project to ensure compliance with the Archiving Scheme Document and EC Aid rules. Provision must be made for the cost of this audit in the budget accompanying the application. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 6/14

7 4. Information for Applicants 4.1 The main aim of this round under the Scheme is the safeguarding of Ireland s broadcast heritage. The BAI is hereby calling for applications for archiving proposals that will further the aim of preserving audiovisual culture and heritage. Accordingly, proposals that include plans for the preservation of such recordings threatened by fragile physical condition, or format obsolescence and/or the lack of playback equipment, would fall within the ambit of this current round. 4.2 It is the responsibility of the applicant to ensure that the application form is completed in full and that you read and understand the requirements of the Scheme. If you have any queries, the staff of the BAI are available for consultation ( 4.3 The Scheme is open to eligible applicants to make individual submissions and also, to parties who wish to work in partnership such as a content provider with a storage provider. 4.4 The BAI will allocate grants up to a maximum 80% of the total eligible budget required under the applicant s proposal and the applicants will be required to demonstrate availability, adequacy and source of other and/or matching funding. It is possible to combine aid awarded under this Scheme with the aid of other schemes, limiting the maximum amount of aid from schemes to 80% of eligible budget. 4.5 Please note that there are eligible and ineligible categories of costs. Eligible costs are costs that are directly related to the archiving process. Ineligible costs include depreciation, banking and financial charges, legal costs, marketing/promotional costs and capital costs like the purchase of premises. However, funding is able to be awarded under the Scheme to support the development and establishment of infrastructure to increase the level of archiving programme material and for technological and system developments which enhance the availability of and access to such material. 4.6 When completing an application, you must demonstrate how the proposed project will meet with the aims of the Scheme and deliver the best possible results. You should explain the planned practical activities and tasks of your project together with a schedule for such activities and tasks for the delivery of the project. 4.7 An applicant should explain why the current state of the audiovisual material is critical and how the project will change that, including how such material, once safeguarded, will eventually be made accessible. 4.8 The BAI will expect an applicant to make a commitment to good management of audiovisual material. 4.9 Archiving projects supported under the Scheme will be expected to provide fast and accurate access to programme material by all interested parties including the public. Subject to paragraph 4.10 below, the exact mechanisms will be negotiated on a project by project basis to accommodate the different stages of development of the various archives. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 7/14

8 4.10 A focus of the Scheme will generally be on suitable digital storage formats and the restoration and/or storage of material currently recorded on failing or soon to be obsolete formats Archiving projects supported will be expected to raise public awareness of the preservation and use of broadcast archive materials The BAI will also expect the applicant to demonstrate in full the feasibility of the proposed project. In this regard, the applicant should submit details of the risks to the delivery of the proposed project and how they will be managed. It is also important that you clearly articulate how you will maintain the outcomes of your project after the funding ends and meet any additional running costs The applicant must set out all matters concerning the copyright of the programme material that is the subject of the project The budget associated with a project will vary according to the aims of the project and the associated activities. Every applicant is required to submit detailed budget costings and the method for cost computation should clearly indicate how the total charge for each budget item was determined The Scheme includes a preliminary evaluation criterion termed additionality which the application must pass in order to be deemed to be eligible for further consideration under the Scheme. Under this criterion, the evaluation of an application will have regard to whether an award based on the funding application would result in a greater aggregate amount of relevant content being archived and made accessible than would be the case without such an award and/or to whether the material to be archived would be additional to that which the Applicant is required to archive under existing legislation Archiving projects awarded funding will be monitored and evaluated by the BAI and a review of its operation, effectiveness and impact on broadcasting in general, and archiving practices and the recipients of funding specifically will take place The assessment process for an application is prescribed in Appendix 2 of the Scheme. Applicants should note that it is their responsibility to provide sufficient information for the BAI to assess the application in accordance with this process Applicants may collaborate or work in partnership with another broadcaster, institution or individual in possession or capable of carrying out or furthering the objectives of the Archiving Scheme. Applicants should submit a copy of the agreement. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 8/14

9 5. Decision Making Process In accordance with Appendix 2 of the Scheme, the procedure which will be followed by the BAI in deciding if it shall award funding to an application under the Scheme will include: Phase 1 Preliminary Assessment This will involve the Executive preparing a preliminary assessment report on the application. This report will be structured using the headings of: a) the eligibility of the applicant; b), compliance with competition guidelines & sufficiency of information submitted; and, c) additionality. Each application and preliminary assessment report will be considered by a panel of BAI Executive staff. Each application will be discussed in a collegiate manner under each of the headings. If a fail is recorded for any of the three criteria, the application will not be deemed eligible. The applicant will be informed of this decision, including the reasons, subsequent to the BAI Executive panel meeting. Phase 2 Strategic Assessment Those applications that pass the preliminary evaluation will progress to strategic assessment. This will involve assessment panels comprising BAI staff and external assessors who will evaluate each application using the assessment criteria in Appendix 2 of the Scheme. The panel will determine whether to grant funding to the archiving proposal/s. The decisions of the assessment panel will be presented to the Authority for consideration and final decision. The Authority takes into account the recommendations from the assessment process undertaken by the assessment panels and the amount of funding available. Phase 3 Notification of Decisions Once the decisions have been ratified by the Authority, the BAI will inform all applicants of the outcomes. The details of the funding awarded will be publicly announced and posted to the BAI s website, Successful applicants will receive an with an offer of funding in principle in an assessment report. The assessment report will sets out how the application was evaluated in each relevant assessment phase against the relevant assessment criteria. It will also sets out the details of the funding offer which may include any conditions attached thereto. Unsuccessful applicants will be informed by of the decision not to grant funding. This will include an assessment report setting out how the application fared in each relevant assessment phase against the relevant assessment criteria. Any award of funds will be conditional on a archiving scheme contract between the BAI and the applicant being successfully concluded. It is anticipated that the BAI will complete the assessment of the applications in May Archiving Scheme ASR2 - Guide for Applicants (December 2013) 9/14

10 6. Contract Award The successful Applicant ( Applicant ) will be required to enter into a contract with the BAI. The Authority s recommendation for the award of a contract is subject to the detailed terms of the contract being agreed between the BAI and the Applicant, and the Applicant fulfilling any necessary conditions attached by the BAI to the award of a contract. Such conditions will include a commitment to the provision of access to the archival material which is subject to the contract. An offer of funding must be accepted within 30 days of the offer being made. Contracts for the funding must be signed within eight weeks of the offer being accepted. The Applicant shall be required to make every effort to ensure that progress towards contract finalisation is achieved in the timeframe agreed by the parties upon entry into contract negotiations. The BAI reserves the right not to conclude a contract with the Applicant in the event agreement to the terms of an archiving contract is not achieved within the agreed timeframe. 7. Submitting an Application Form Please read the following guidance notes before completing the Application form. 7.1 The application form must be completed in typescript or in block capitals in black ink. Save this document as one complete PDF or MS Word format application form no greater than 8MB in size. One electronic copy in PDF or MS Word format, no greater than 8MB in size and one hard-copy of the application should be submitted so as to reach the BAI s offices by 12 noon on 16 th April The applicant is responsible for ensuring that their application is complete and submitted on time. Applications not submitted on time and/or are incomplete will be disqualified. The BAI s decision in this regard will be final. 7.3 Applications must be submitted in hardcopy and electronic format. Electronic format: Submit your application form by to with the subject title Archive application Project Name. Do not submit multiple applications in one ; submit one application per . s exceeding the capacity limit may not be received. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 10/14

11 Hardcopy format The Scheme also requires that a hardcopy of the application be submitted to the BAI. The hardcopy can be posted, or hand-delivered to the BAI offices at 2 5 Warrington Place, Dublin 2, but must be submitted no later than 12 noon on the closing date of the funding round (refer point 6.1 above). Applicants should submit their application in each format ONCE ONLY and should not make changes to their application once it has been submitted. In the case of receipt of duplicate applications, the BAI will accept the latest version submitted before the deadline; no other version will be considered. 7.4 Applicants will receive a delivery receipt by from BAI to acknowledge receipt of their and their hard-copy by the deadline. Applicants will not receive this acknowledgement if the and hardcopy are received after the deadline or if the exceeds the size requirement or if it does not have an attachment. 7.5 All application(s) submitted to a particular funding round at the relevant closing date and time will be assessed by the BAI. Applicants should not withdraw applications from the assessment process between the closing date and the announcement of decisions. Withdrawal of an application during the assessment process may affect an applicant s track record. Any request to withdraw an application must provide the reasons for the request. 7.6 BAI must comply with the Ethics in Public Office Act (1995) and the Standards in Public Office Act (2001). In this regard, if, as an applicant, you become aware of circumstances which might give rise to a conflict of interest in the context of your application, you must promptly bring such circumstances to the attention of the BAI. 7.7 Confidential Information: The BAI may seek to withhold public access to material forming part of an application where the BAI considers it appropriate that such material should be treated as confidential. Information that may be deemed to be of a confidential nature includes, inter alia, information that is commercially sensitive and information, the disclosure of which, would involve a breach of a confidentiality obligation which the interested party owes to a third party. Note: Information considered by an applicant to be confidential must be presented in an annex to the application. The annex should be marked confidential. The reasons for believing that the information is confidential must be set out. Where the BAI believes material placed in a confidential annex should be made available for inspection, it will seek to reach an agreement with the applicant regarding the extent of disclosure of the information. If an agreement cannot be reached within such a period as determined by the BAI, at its sole discretion, to be reasonable, the BAI will treat such information as having been withdrawn and it will not be considered as part of the application. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 11/14

12 7.8 Freedom of Information: Information may be made available to the public further to requests under the Freedom of Information Act, 1997 and the Freedom of Information (Amendment) Act, The BAI will consult with the applicant about the publication of any information treated as confidential at the time of the submission, before making a decision on any Freedom of Information request received. 7.9 Any agreements between the BAI and applicants confidential and/or commercially sensitive information are without prejudice to the BAI s obligations under law including under the 2009 Act and under the FOI Acts. The BAI therefore cannot warrant that information alleged to be confidential by an applicant or treated as such might not be disclosed as required by law. Public Access: Please note that the application received will be made available for public inspection at the BAI s offices, or will be available on request, once the decisions on the funding for the round have been concluded. Applicants should also be aware that the information submitted in their application will be forwarded to assessors as part of the assessment process. 8. Disclaimer The information supplied in this document is not an exhaustive account of the statutory requirements and legal obligations on applicants for funding under the Scheme. It should not be regarded as a complete or authoritative statement of the law. Persons to whom the present document is made available must make their own independent assessment after taking their own professional advice and making such further investigations, as they deem necessary on all relevant matters. The BAI makes no representation or warranty, express or implied, with respect to the information contained in the present document or with respect to any oral or written information made or to be made available to any potential applicant or its professional advisers. Any liability therefore is expressly disclaimed. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 12/14

13 1.1 Use the Relevant BAI Budget Form Appendix One BAI Budget Guidelines Applicants should use the relevant BAI Budget Form for their archiving project(s) to provide a full breakdown of the project and relevant associated costs. Please note that in the case of all applications the BAI will only accept applications for funding which use the relevant BAI Budget Form. Applicants may however attach a more detailed budget if desired in addition to the relevant BAI Budget Form. However, the categorisation and breakdown specified in the appropriate relevant form must be used consistently. 1.2 Itemise Each Cost Applicants must itemise the cost of each budget item, and indicate fully how this figure has been calculated. Please add additional lines as required by you to give a complete breakdown of the elements associated with each line item. If you have a budget cost for your proposal which is not included in the relevant BAI Budget Form, please add additional lines to the budget form to provide this information. 1.3 Use Appropriate Unit Rates In the case of staffing, a weekly rate must be provided. A daily rate should only be provided where less than a week is required. An hourly rate should only be provided where less than a day is required. The human resource cost should be quantified in hours at a minimum. Where the same person fulfills more than one role, this must be clearly identified, and, if different rates are proposed, this must be justified in the notes accompanying the budget. 1.4 Categories of Cost Applicants must include the relevant categories of cost such as staffing, equipment and materials and any professional fees relating to same. 1.5 Indicate the Currency The budget must be presented in the currency in which the majority of the archive project will be financed. If the project will not primarily be financed in Euro or Sterling, a Euro budget should also be provided. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 13/14

14 1.6 Ensure the Budget Corresponds with the Archiving Schedule The budget must correspond with the schedule provided in the Official Application Form i.e. the number of days and weeks spent should be accounted for in the budget. The total amount of funding sought from the BAI should be indicated. calculated as a percentage of the Eligible Costs and of the Total Budget. This amount should be 1.7 Separate the Eligible and Ineligible Costs A full budget must include ALL costs associated with the project. Eligible Costs are the costs associated with the archiving process. Ineligible costs are costs that are related to the project, but are not direct costs; examples of ineligible costs are depreciation; web costs; capital costs; financial and banking, legal costs (including the cost of the mandatory audit). 1.8 Provide Notes to your budget Please provide notes to your budget at the end of the budget form. Use this space to provide a rationale or further explanation of a particular cost(s), which may be helpful in understanding aspects of your application and will be useful in the overall assessment of it. 1.9 Travel and Subsistence Travel and Subsistence costs cannot exceed the Irish Civil Service Travel and Subsistence Rates Include a Provision for Overheads A provision for overhead costs should be included on the budget form where required. These should generally constitute a percentage of the total eligible costs of the project. These costs should constitute a contribution towards the related overhead costs incurred by the producer during production. Generally, between 3.5% and 5% of the total eligible costs can be allocated towards overhead costs. The notes to the budget should summarise the items that have been included in the overhead costs. Where a provision is included for overheads, items that should be included under this provision e.g. phones, internet etc., should not appear elsewhere in the budget VAT VAT is only an eligible cost in circumstances where the VAT is not reclaimable by the applicant. The applicant should provide certification from the Irish Revenue Commissioners certifying same. Archiving Scheme ASR2 - Guide for Applicants (December 2013) 14/14

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