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MEDIA TRAINING GUIDELINES CALL FOR PROPOSALS EACEA 05/2012 CONTINUOUS TRAINING: support for the implementation of a training programme for professionals in the European audiovisual industry in view of establishing a two year partnership with the MEDIA programme to cover activities in years 2013-2014 Decision N° 1718/2006/EC of the European Parliament and of the Council - This Call for proposals for continuous training is the last Call to be launched under MEDIA programme 2007 in 2012 and/or 2013. 1 1. INTRODUCTION ....................................................................................................................................... 3 1.1. 1.2. 2. LEGAL BASIS .......................................................................................................................................... 3 CONTEXT OF SUBMISSION ....................................................................................................................... 3 OBJECTIVES .............................................................................................................................................. 4 2.1. 2.2. 2.3. 2.4. 2.5. OBJECTIVES OF THE MEDIA PROGRAMME ............................................................................................ 4 SPECIFIC OBJECTIVES OF THE TRAINING SUPPORT SCHEME .................................................................... 4 PRIORITIES OF THIS CALL FOR PROPOSALS ............................................................................................. 4 DEFINITIONS ........................................................................................................................................... 4 LEGAL COMMITMENT: GRANT AGREEMENTS......................................................................................... 6 3. TIMETABLE ............................................................................................................................................... 7 4. AVAILABLE BUDGET.............................................................................................................................. 7 5. ELIGIBILITY CRITERIA ......................................................................................................................... 8 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. FORMAL CRITERIA .................................................................................................................................. 8 ELIGIBLE COUNTRIES.............................................................................................................................. 8 ELIGIBLE APPLICANTS ............................................................................................................................ 8 ELIGIBLE ACTIVITIES ............................................................................................................................. 9 SCHOLARSHIPS ..................................................................................................................................... 10 ELIGIBLE TARGET GROUPS ................................................................................................................... 11 PERIOD OF THE ACTION/ELIGIBILITY OF COSTS ..................................................................................... 11 6. EXCLUSION CRITERIA ........................................................................................................................ 11 7. SELECTION CRITERIA ......................................................................................................................... 13 7.1. 7.2. 7.3. 8. OPERATIONAL CAPACITY ..................................................................................................................... 13 FINANCIAL CAPACITY .......................................................................................................................... 13 AUDIT................................................................................................................................................... 14 AWARD CRITERIA ................................................................................................................................. 14 8.1. 8.2. 8.3. 8.4. 8.5. 9. QUALITY OF THE CONTENT ACTIVITY ................................................................................................... 15 PROJECT MANAGEMENT ....................................................................................................................... 15 QUALITY OF THE PARTNERSHIP WITH THE AUDIOVISUAL INDUSTRY ..................................................... 16 EUROPEAN DIMENSION ......................................................................................................................... 16 IMPACT ON THE EUROPEAN AUDIOVISUAL INDUSTRY ........................................................................... 16 FUNDING CONDITIONS ........................................................................................................................ 17 9.1. 9.2. 9.3. 9.4. CONTRACTUAL PROVISIONS AND PAYMENT PROCEDURES .................................................................... 17 GUARANTEE ......................................................................................................................................... 18 DOUBLE FINANCING ............................................................................................................................. 18 FUNDING METHOD: BUDGET-BASED FINANCING................................................................................... 18 10. SUB-CONTRACTING AND AWARD OF PROCUREMENT CONTRACTS ................................... 27 11. PUBLICITY ............................................................................................................................................... 27 12. DATA PROTECTION .............................................................................................................................. 28 13. PROCEDURE FOR THE SUBMISSION OF PROPOSALS ................................................................ 29 13.1. 13.2. 13.3. 13.4. 13.5. PUBLICATION ....................................................................................................................................... 29 APPLICATION FORMS............................................................................................................................ 29 SUBMISSION OF THE GRANT APPLICATION ............................................................................................ 30 RULES APPLICABLE .............................................................................................................................. 31 CONTACTS ............................................................................................................................................ 31 2 1. INTRODUCTION 1.1. Legal basis These guidelines are based on Decision No 1718/2006/EC of the European Parliament and of the Council of 15 November 2006 concerning the implementation of a programme of support for the European audiovisual sector (MEDIA 2007). 1 The total budget for the MEDIA Programme 2007-2013 amounts to EUR 754,95 million. The European Commission is responsible for the implementation of the MEDIA Programme and for the decision to grant individual European Union funds. The Education, Audiovisual and Culture Executive Agency hereafter "the Agency" manages the MEDIA Programme on behalf and under the control of the European Commission. The MEDIA programme unit of the Education, Audiovisual and Culture Executive Agency is responsible for the implementation of this call for proposals. These guidelines are aimed at European organisations whose activities contribute to the achievement of the objectives of the MEDIA Programme as described in the Council Decision 1718/2006/EC. The implementation of this call is included in the Work Programme 2012. These guidelines explain how to submit a proposal with a view to obtaining a European Union financial contribution. 1.2. Context of submission Under this Call for Proposals, the applicant submits a proposal in view of establishing a two year partnership with the MEDIA programme, through a contractual instrument called Framework Partnership Agreement ("FPA"). The FPA will allow the selected institutions a long term forward planning and financial stability to implement repetitive annual actions for two years. It sets the condition for a simplified selection and contracting procedure (see section 2.5) This call for proposals for continuous training is the last Call to be launched under MEDIA programme 2007 in 2012 and/or 2013. 1 published in the Official Journal of the European Union on the 24th of November 2006 (OJ L327, pp 12-29). 3 2. OBJECTIVES 2.1. Objectives of the MEDIA Programme The global objectives of the programme are the following: ♦ To preserve and enhance European cultural and linguistic diversity and its cinematographic and audiovisual heritage, guarantee its accessibility to the public and promote intercultural dialogue; ♦ To increase the circulation and viewership of European audiovisual works inside and outside the European Union, including through greater cooperation between players; ♦ To strengthen the competitiveness of the European audiovisual sector in the framework of an open and competitive European market favourable to employment, including by promoting links between audiovisual professionals. 2.2. Specific objectives of the Training Support Scheme In the field of acquisition and improvements of skills, the objectives of the programme shall be: ♦ To strengthen the skills of European audiovisual professionals in order to improve the quality and potential of European audiovisual works. ♦ To improve the European dimension of audiovisual training activities. For the implementation of these objectives, particular attention will be paid to the specific needs of countries or regions with a low audiovisual production capacity and/or a restricted linguistic or geographical area, as well as to the development of an independent European production and distribution sector, in particular small and medium-sized enterprises. The promotion of equal opportunities between women and men is a basic principle in European Union policies which must be taken into account in the implementation of this programme. 2.3. Priorities of this Call for Proposals This Call for Proposals is to foster the development of a comprehensive continuous training offer responding to the professional needs of the European audiovisual industry. 2.4. Definitions The following definitions shall apply: Action 4  Action: one or more training activity(ies) for which the beneficiary receives financial support. The 'action' covers the preparation and implementation stages as well as the evaluation and dissemination of results of this / these training activity(ies).  Activity: is defined by a specific content for a specific group of participants at a specific time in a specific location. Generally and in the framework of the Continuous training calls for Proposals aims at training professional activities and events favouring multidisciplinary cooperation within the audiovisual industry such as seminars, workshops and networking events (see section 5.4 eligible activities)  Duration of the Action: The action submitted cannot last more than 12 months. In duly justified cases the duration of the action could be extended of three months maximum.  Eligible Participants: any audiovisual professional, coming from countries participating in the MEDIA programme (see section 5.2) and selected to follow the training activity.  Format: the training format is the physical size and composition of a training activity (number of days per sessions and number of sessions per year, on spot and or on-line, internships included or not, etc).  Global Action Plan: this terminology relates to the Framework Partnership Agreement. It sets out the objectives, priorities and expected results for the period 2013-2014 as well as the strategy and the actions to be implemented to ensure that the objectives and results are achieved. The Global Action Plan will constitute a contractual obligation annexed to the framework partnership agreement.  Work Programme: the work programme presents in detail the activities to be implemented in the framework of an "action". Budget  Contribution in kind: non-financial contributions to the action originating from certain services or equipment/material supplied by the applicant or third parties. Within the framework of support from MEDIA Training, the contributions can only cover the rental costs of production and post-production equipment used for the production of an audio-visual work (a pilot, short film, shooting of specific sequences from a script, etc.)  Financial contributor: any public or private organisation providing a financial contribution to the Action.  Eligible Costs: the costs directly linked to the execution of the Action receiving support, and incurred by the beneficiary during the period of the action and being cofinanced by the European Union grant.  Grant: the financial support awarded to the selected applicant for an action. This can be revised downwards upon reception of the final report on the basis of the total actual eligible costs. 5 2.5. Legal Commitment: Grant Agreements Framework Partnership Agreement (FPA) The Framework Partnership Agreement formalises a partnership relationship between the Agency and the beneficiaries for 2 years, to enable them to achieve their long-term objectives. It is aimed at organisations whose actions are stable in particular in terms of objectives, format, target group and methodology. • Information on the Framework partnership agreement (2013-2014) and on the funding of first year of activity (Action 2013) In their proposal for a FPA applicants must submit a Global Action Plan setting out the objectives, priorities and expected results for the period 2013–2014 as well as the strategy and the actions to be implemented to ensure that the objectives and results are achieved. The applicants must also submit for 2013 a work programme for 12 months and the corresponding budget. In the event of definitive approval by the Agency of the submitted project, a Framework partnership agreement for 2013-2014 will be signed between the Agency and the Beneficiary. The Global Action Plan will be annexed to this agreement. Subsequently a specific agreement detailing the conditions and level of funding for the first year will also be signed between the Agency and the Beneficiary. The work programme for 2013 will form the basis for awarding an annual action grant for this precise year. • Information on the funding for the action taking place in the following year (Action 2014) In the first semester of the year 2013, the applicant selected under the framework partnership agreement will fill in a simplified grant application for their activities taking place in 2014. This simplified grant application, which includes a 2014 work programme and the corresponding detailed budget for the annual action foreseen, should be in line with the Global Action Plan 2013-2014 and will serve as a basis for the award of a grant. The annual estimated budget foreseen and the MEDIA contribution are not expected to be increased by more than the inflation rate from one year to another. The implementation of the specific grant agreement for the year 2014 is subject to the adoption of the European Union budget for the year 2013 by the budget authority. This Call for proposals for Continuous Training is the last one to be launched under MEDIA 2007 Programme. 6 3. TIMETABLE Applications must be sent to the Agency by 16/04/2012 (the postmark will be taken as proof of timely sending). Please read carefully section 13 of this Call for Proposals concerning the procedures for submitting applications. Applicants will be informed in due course of the results of the selection and normally within two weeks of the date of decision by the Commission to grant or not a financial contribution which is expected to be by September 2012. The selection results will be published on the MEDIA website. The signature of the Framework Partnership Agreement and the related Specific Grant Agreement for the 1st year activities between the Beneficiary and the Agency will take place once all administrative procedures are finalised, at the latest in December 2012. Should an application be unsuccessful, the Agency will inform the applicant in due course and in writing of the reasons for its decision with regard to the criteria established in this call for proposals. 4. AVAILABLE BUDGET The total budget earmarked for the co-financing of actions under this Call for Proposals is estimated at EUR 7.000.000 per year. Financial contribution from the MEDIA Programme cannot exceed 50% of the total eligible costs. The beneficiary must guarantee the remaining financing. However, the MEDIA programme's funding may be raised up to 60% for training activities put in place by applicants from countries or regions with a low production capacity and / or a restricted linguistic and geographical area:     Member states of the European Union: Austria, Belgium, Bulgaria, Czech Republic, Cyprus, Denmark, Estonia, Finland, Greece, Hungary, Ireland, Latvia, Lithuania, Luxemburg, Malta, Poland, Portugal, Romania, Slovakia, Slovenia, Sweden, and the Netherlands Member countries of the European Economic Area (EEA) participating in the MEDIA programme (Iceland, Liechtenstein, Norway) Switzerland Croatia The selection of an action does not signify agreement to the level of financial support requested. The final amount to be awarded will be determined within the available budgetary resources and in consideration of the nature and costs of the action. The Agency reserves the right not to allocate all the funds available. 7 5. ELIGIBILITY CRITERIA Only applications which comply with the following criteria will be the subject of an in-depth evaluation 5.1. Formal criteria Only proposals submitted using the official application form completed in full, signed (original signatures required) and received by the specified deadline, will be considered. The application form must be accompanied by an official letter from the applicant organisation, and by documents attesting its financial and operational capacity, and all the other documents referred to in the application form. Applicants must submit a budget that is balanced in terms of expenditure and revenue and must comply with the ceiling for European Union cofinancing, set at 50% / 60% of the total eligible costs. 5.2. Eligible countries Only organisations established and registered in countries participating in the MEDIA programme are eligible. Countries participating in the MEDIA programme are the following:     Member states of the European Union Member countries of the European Economic Area (EEA) participating in the MEDIA programme (Iceland, Liechtenstein, Norway) Switzerland Croatia The Agency may select proposals from applicants in EFTA/EEA countries or candidate countries, provided that, on the date of selection, agreements have been signed setting out the arrangements for the participation of those countries in the Programme established by the Decision referred to under section 1.1. 5.3. Eligible applicants The following Call for proposals is open to : European companies Enterprises which benefit from the Programme shall be owned and shall continue to be owned, whether directly or by majority participation, by Member States and/or Member State nationals (or nationals of the other European countries participating in the Media Programme) and registered in one of these countries. Applicant organisations must belong to one of the following categories:   Specialised professional training institutions; Private companies from the audiovisual industry; 8    Organisations from the audiovisual industry; Film and television schools; Universities. Are not eligible:  Applications from "natural" persons (i.e. individuals). 5.3.1 Legal entity In order to demonstrate its existence as a legal person, the applicant must provide the following documents: ♦ Form IIIa: "Financial Identification Sheet" duly completed, stamped and signed by both the legal representative of the applicant and by a representative of the bank. The form relating to the financial identification of the applicant company according to the country in which it is established is available on the following website: http://ec.europa.eu/budget/execution/ftiers_en.htm ♦ Form IIIb: "Legal Entity Form" duly completed and signed by the legal representative of the applicant. The form relating to the legal structure of the applicant company according to the country in which it is established is available on the following website: http://ec.europa.eu/budget/execution/legal_entities_en.htm ♦ A copy of the applicant’s registration certificate from the relevant authority, (e.g Companies register, Official Journal, etc.) This(ese) document(s) must mention the name of the applicant organisation (full legal title), the registration number, the official registered address of the organisation, the date and place of registration. The information on this(ese) document(s) must correspond precisely to the information provided on forms IIIa and IIIb. ♦ The statutes of the applicant organisation. If the name of the legal representative of the organisation is not stated in the official registration document, a copy of his / her nomination is also required (for instance: signed minutes of the Board). ♦ A copy of the VAT registration, including the VAT number. If the applicant does not have a VAT number, "Not applicable" shall be written down in the right place on the form IIIb. 5.4. Eligible Activities Training activities favouring multidisciplinary cooperation within the audiovisual industry are encouraged. Applications must be for actions which are aimed at developing the capacity of audiovisual professionals to understand and integrate a European dimension in their work by improving expertise in the following fields: 9 Training in economic, financial and commercial management       Business skills (such as management, new business models, marketing, pitching and presentation); Production; Distribution/exhibition Legal and financial aspects of co-production; Understanding international markets; Networking and accessing international markets. Training in new audiovisual technologies Implementation of new technologies in audiovisual activities:      Production (e.g. digital production, 3D animation, HDTV); Post-production e.g. visual/special effects; Distribution: new channels for distribution of films for TV and cinema; Marketing: using new media to promote audiovisual works New markets and platforms; Restoration and conservation technologies. Training in script development    Identifying target audiences; International standards of scriptwriting and script presentation; Creative collaboration between writers, script editors, producers, directors, DOPs. Note also that training initiatives designed specifically to develop competencies in the field of live recordings, TV games, talk shows, reality shows etc., or techniques exclusively linked to video games will be declared as ineligible. 5.5. Scholarships Applicants are required to provide scholarships to participants. These scholarships should correspond to at least 15% of the total number of participants and cover at least the participation fees. It is recommended that they also cover expenses for travel and subsistence. This requirement will be carefully verified at final report submission stage. The final report of the activity will include scholarship forms filled in and signed by the scholarship holders, stating the expenses covered by the applicant. In order to facilitate the cooperation between all European professionals, the applicants must offer at least one third of the scholarships to professionals from the 12 new Member States or from Croatia. To maintain the principle of equal treatment, it is recommended not to give scholarships to participants who have already received a grant from a national organisation for the same training activity. In case of doubt, the applicants are encouraged to ask the MEDIA Desks for advice on participants coming from their country. 10