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					                                          Annual Funding Programme guidance notes 2012/13



                       GUIDANCE NOTES

              Deadline for receipt of applications:
       4.00 pm on THURSDAY, 24th NOVEMBER 2011

Note: The Arts Council of Northern Ireland will not accept applications from 2011/12
ASOP clients who have not submitted the required 6 month report by 28 October

Guidance Notes and relevant application form are available on
request in large print format, disk and audio tape and also on the
Arts Council’s website:

                                           Annual Funding Programme guidance notes 2012/13

This document contains guidance notes for the Annual Funding Programmes. Please
read these notes carefully before filling in the application form.

The notes provide general information on who can apply and the criteria which attach
to the programme. It also tells you how your application will be assessed, how long it
will take, how payments will be made and what you will be asked to do if you are
awarded a grant.

Are these programmes the right ones for your organisation?

The Annual Funding Programmes are designed for organisations that have arts
programmes running throughout the year.

      There are two programmes being offered on either a one-year or a 3-year

       (1) Organisations seeking £100K and over will be funded through the
           Exchequer funded programme;
       (2) Organisations seeking less than £100K will be funded from
           the Council’s National Lottery funds.

      Organisations should apply for their complete programme for the year,
       including those aspects of the programme that may have received Lottery
       Project funding in previous years. It is the Council’s intention to address all
       aspects of an organisation’s work through the Annual Funding Programmes.

Organisations planning short term or fixed term projects, or single or one-off annual
events, should consult with Arts Council staff about the available National Lottery
programmes: Small Grants Programme, and the Lottery Project Funding programme.
Individuals should consult with Arts Council staff about the Arts Council’s Support
for Individual Artists Programme.

Who can apply?

      Organisations receiving ASOP funding in the 2011/12 financial year.
      Organisations which have received at least £10,000 over the last 3 financial
       years from the Arts Council.
      Arts organisations with a year-round programme.
      Organisations offering substantial arts programming.

                                           Annual Funding Programme guidance notes 2012/13

Who Cannot apply?

      Local Authorities
      Statutory bodies for activities which fall within their statutory remit
      Individuals
      Broadcasters
      Central Government Departments
      Organisations which have not received at least £10,000 over the last 3
       financial years.

Note: The Arts Council of Northern Ireland will not accept applications from 2011/12
ASOP clients who have not submitted the required 6 month report by 28 October

What can you apply for?

Core costs:
Administrative salaries
Rent and Rates
Light and Heat
Maintenance, security, etc...
Telephone and Fax
Printing, postage, stationery
Financial costs

Associated Programming costs: eg.
Artists’ costs
Volunteer expenses
Publicity/Marketing (excluding catering/merchandising)
Travel, Accommodation, Subsistence

Derry~Londonderry UK City of Culture 2013
If your organisation is considering an event as a contribution to Derry~Londonderry’s
year as the UK City of Culture you should separately identify and cost this event
within your budgets.

Premium Payment
Within the overall grant a payment of up to £3,000 each year is available for
successful applicants who can clearly demonstrate that additional costs are associated
with the delivery of their project for people with particular needs as defined under
Section 75 of The Northern Ireland Act 1998.

                                            Annual Funding Programme guidance notes 2012/13

How you can apply

The application form may be typewritten or handwritten.

You can also apply on-line via the Arts Council’s website
When you submit your application you will receive an automatic e-mail confirming
receipt of your application and telling you that you have to forward an original
signature page, and all supporting documents in the normal way, by post or in person,
within 5 working days of submitting your application. If the documents are not
received within 5 working days your application will be considered ineligible.

Part or all of the information you provide will be held on computer. This information
will be used for the administration of applications and grants, for producing statistics
and publicity information on successful grants.

NOTE: it is your responsibility to ensure that the Arts Council receives the
application form and documents by the closing time and date. The Arts Council
accepts no responsibility for applications/documents which are delivered late by
the Post Office or other carriers. Proof of postage is not proof of delivery.


In the light of the current Comprehensive Spending Review, the Council has
considered its priorities for this Programme as listed below. These priorities will be
taken into account during consideration of the application as part of the moderation
and decision-making processes.

      protect the substantial capital investment made over recent years;
      preserve frontline services over resource or umbrella organisations;
      preserve the key components of each artform/specialist sector;
      avoid duplication of service/provision;
      ensure a reasonable geographic spread across the programme;
      consider the extent to which innovation occurs within the proposed activities;
      consider the potential of organisations to merge with other similar cognate
       bodies to achieve efficiencies.

                                            Annual Funding Programme guidance notes 2012/13


Through this programme, the Arts Council wishes to support organisations that help
meet our strategic objectives (see the Arts Council’s five year arts plan 2007-2012).
The following criteria have been designed to underpin many of those objectives. The
Arts Council will assess your programme against these criteria:

Criterion 1: Quality of arts activities planned;
Criterion 2: Strategic impact and public benefit;
Criterion 3: Quality of management and financial probity/viability;

It is very important that you think carefully about how your programme satisfies these
criteria and use the application form to demonstrate this. Your programme must meet
all the above criteria.

Criterion 1 - Quality of Artistic Activity: The Arts Council aims to raise the status
of artists in all art forms and in all types of working practice. In this section, the
application should demonstrate:
     a strong artistic vision that is well communicated
     that the artistic vision is delivered through the agreed aims/objectives and
     significant partnerships (regional, national or international) that are current or
         that will be developed within the incoming year
     a commitment to developing and promoting equality of opportunities and
         ensuring inclusion and accessibility to their artistic programme
     a strong track record of high quality activity, as described through its
         achievements over the last two years.

Criterion 2 - Strategic Impact and Public Benefit: In this section, the annual
programme should demonstrate:
    an understanding of intended audiences and participants
    appropriate engagement with the intended audiences/participants
    how the proposed activity/plans address Programme for Government targets
    how the proposed activity/plans address the Arts Council’s strategic objectives
       and artform policies.

Criterion 3 - Quality of Management and Financial Probity/Viability:

      The application demonstrates good practice in terms of governance
      The application demonstrates good practice in terms of financial management
      The application demonstrates that the organization has the capacity to deliver
       the proposed programme

ALL organisations are required to complete the Options Appraisal section within the
application form.

                                             Annual Funding Programme guidance notes 2012/13

If you require assistance with this aspect of the application, please contact the relevant
Arts Development Officer in the first instance.

      If you are applying for 3-year funding you are required to submit a 3-year
       Corporate Plan and a one-year Business Plan
      If you are applying for one-year funding you are required to submit a detailed
       description of your projected arts programme for use by Arts Council Officers
       in assessing your application against the stated criteria. This should contain the
       following information:
           o The priorities of your artistic programme (if ACNI were not able to
               fund the full amount as requested);
           o Start and finish dates of all events and projects;
           o Locations of all events and projects;
           o Names of artists, tutors, facilitators (if known) for each event or
           o Projected participation in each event or project – numbers and age
               ranges – whether they will actively participate or will be an audience
               for a final presentation;
           o For organisations whose programme includes the production of artistic
               material (journals, magazines, or books, film, CD, or other media) a
               list of titles with print run and projected sales. Such organisations
               should also document promotional events associated with these
               materials (launches, readings, viewings, etc.).
           o A detailed description of how your overall programme meets each of
               the criteria listed above. You should identify and address each
               criterion separately using between 200 and 500 words for each

The Arts Council wants to assist organisations that help it meet its strategic and
artform objectives. Please read the Arts Council’s Five-Year Plan 2007-2012 -
Creative Connections – which is available on the Arts Council website at

      Due to changes in Government legislation, all organisations dealing directly
       with children, young people and vulnerable adults MUST complete and return
       the Safeguarding Checklist. This document is additional to the organisation’s
       child protection policy. The document must have been agreed by your
       organisation and should be signed and dated. If you are unable to tick all
       boxes as “yes” at the time of submitting the application, you must take steps to
       address all the issues prior to the end of February 2012. Government has
       issued guidance that no funds should be paid across to organisations until they
       are able to sign up completely to the checklist.

       Government has also issued best practice guidance which states that all child
       protection policies should be updated every 3 years. If your organisation’s
       policy is more than 3 years old you are asked to revisit it in the light of current
       legislation and submit it with your application.

                                            Annual Funding Programme guidance notes 2012/13

Note: 2011/12 ASOP clients do not have to complete Section 5 – Equality of
Opportunity, Good Relations Commitment, or submit the following documents if they
were submitted for the Arts Council Masterfile in September 2008 and have not been
amended since (please see Section Nine Applicant’s Statement).

All other organisations must sign these statements and provide the following
    1) Constitution and/or Memorandum and Articles of Association (signed and
       dated as adopted
    2) Organisation’s Equal Opportunities Policy (signed and dated as adopted)
    3) Organisation’s Child Protection Policy (if applicable) (signed and dated as

A full list of the required enclosures is provided in Section 6 of the application
form, and on the confirmation of online application form.

                                           Annual Funding Programme guidance notes 2012/13


      The Arts Council will acknowledge receipt of the application form.
      The application will be assigned to an Arts Development Officer who, along
       with an Assistant Arts Development Officer, will be responsible for the
       assessment process. This process will be based on the information contained in
       the application form and enclosures, as well as your organisation’s
       performance in the current and previous financial years. The application will
       also be assessed for risk.
      You may be contacted for additional information following the initial
       checking of the application.
      Officer assessments will be subject to a moderation process which will take
       into account the programme priorities listed in Section 3.
      The application will be presented to the Council for a final decision in
       Feb/March 2012.
      You will be contacted in writing with the Council's final decision. If your
       application is rejected, the Council will provide you with detailed reasons for
       the rejection.

Is the decision final?

The Arts Council operates a review procedure. If you are of the view that a funding
decision is flawed on the basis that the Arts Council failed to follow its own
procedures or that its procedures were deficient, you can formally request a review of
the funding decision.

                                             Annual Funding Programme guidance notes 2012/13


Organisations will receive payment of the award in stages to be agreed with the Arts
Council. A percentage of the award will be withheld until the programme is
completed and an End of Year Report has been received (see Post-Decision


The Arts Council or its Officers will not be liable for the management of your affairs.
You should agree the procedure for making and renewing all senior appointments
with the Arts Council, but appointments will be your responsibility. During the life of
the award you will be required to meet regularly with and provide reports to the Arts
Development Officer.

After six months and at the end of the year you will have to submit reports as part of
the Regularly Funded Organisations Survey, in a standard format. You can complete
this survey on-line via the Arts Council website. In this survey you will have to give
details of:

   The income and expenditure for the year
   Details of all projects, programmes, performances and the beneficiary numbers
    (audiences, participants, etc.)
   An evaluation of the project – was it successful? Did you meet your targets? etc.


The aims of the monitoring process are to:

       Set and agree targets to be achieved by you in return for funding from the Arts
       Gather sufficient information to determine whether or not the objectives and
        targets have been met by you
       Use the information gathered to make decisions as to whether to continue
        funding you and at what level;
       Use the information to make the case for the arts to Government.

The objectives and targets will differ between arts sectors and individual
organisations. However, there are a number of elements in all organisations which
are so significant they will be monitored in all cases.

       Delivery of objectives/targets as outlined in the application form
       Quality of product and/or activity
       Organisational Governance
       Financial Management

                                           Annual Funding Programme guidance notes 2012/13


The Arts Council will pay the gross costs of approved expenditure where an
organisation is not VAT registered. Where an organisation is VAT registered the Arts
Council will pay net costs only. If a non-registered organisation subsequently
becomes registered, the Arts Council will seek re-imbursement of the VAT elements
of any relevant awards.

In Kind Support
The Arts Council recognises the economic value of volunteer time. Calculation of
volunteer time allows the Arts Council to demonstrate the leverage of its grant aid and
strengthens the Value for Money project assessment. The Arts Council recognises
four forms of volunteering:

   By members of the public wishing to contribute time, experience and expertise to
    arts groups or organisations;
   By young people wishing to contribute time but who also wish to gain work
    experience and/or accreditation and training;
   By professionals and/or consultants wishing to donate their time, professional
    experience and expertise to organisations who would benefit from this resource;
   By employers who encourage and support employees in volunteering to bring
    their time, knowledge and expertise to groups and organisations requiring

                                            Annual Funding Programme guidance notes 2012/13

New Targeting Social Need Deprivation Areas                          Appendix 1

Authority                            Local Authority
Name               Ward Name         Name                           Ward Name
Antrim             Farranshane       Derry                          Beechwood
Belfast            Ardoyne           Derry                          Brandywell
Belfast            Ballymacarrett    Derry                          Carn Hill
Belfast            Beechmount        Derry                          Creggan Central
Belfast            Blackstaff        Derry                          Creggan South
Belfast            Clonard           Derry                          Crevagh
Belfast            Crumlin           Derry                          Rosemount
Belfast            Duncairn          Derry                          Shantallow East
Belfast            Falls             Derry                          Shantallow West
Belfast            Glen Road         Derry                          Strand
Belfast            Glencairn         Derry                          The Diamond
Belfast            Glencolin         Derry                          Victoria
Belfast            Island            Derry                          Westland
Belfast            Legoniel          Down                           Ballymote
Belfast            New Lodge         Dungannon                      Coalisland South
Belfast            Shaftesbury       Fermanagh                      Devenish
Belfast            Shankill          Limavady                       Coolessan
Belfast            The Mount         Limavady                       Greystone
Belfast            Upper Springfield Lisburn                        Collin Glen
Belfast            Water Works       Lisburn                        Old Warren
Belfast            Whiterock         Lisburn                        Twinbrook
Belfast            Woodstock         Newry and Mourne               Ballybot
Belfast            Woodvale          Newry and Mourne               Crossmaglen
Carrickfergus      Northland         Newtownabbey                   Coole
Craigavon          Corcrain          Newtownabbey                   Dunanney
Craigavon          Court             Strabane                       Ballycolman
Craigavon          Drumgask          Strabane                       Castlederg
                                     Strabane                       East
                                     Strabane                       Glenderg
                                     Strabane                       Newtownstewart

In order to help you identify whether your project is taking place in one of the wards
listed, more detailed information of the most deprived areas by postcode is available
on our website ( In the interest of the environment please
only print this document if absolutely necessary.


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