Youth Empowerment Through Arts and Culture Information Session

Youth Empowerment Programme (YEP) The European Union and the SA Government signed the Financing Agreement for the YEP on 20 May and 21 September 2009.

Two components:  Sport and football  contribution to the regional Youth Development through Football (YDF) programme  in partnership with SRSA and the German Government, implemented by GIZ.  Arts and culture  local call for proposals  launched by the EU Delegation (following EU procedures)  in consultation with the DAC.

Arts and Culture Call Objectives  The global objective:  create opportunities for youth empowerment in the sector of culture  include youth as drivers in social and economic development in South Africa.  The specific objective  to empower youth in South Africa  to improve their life skills through arts and culture activities  include disadvantaged youth in organising community life to make a positive contribution to local development.

Terminology  Grantee/Applicant: An entity signing a grant contract  Beneficiary of Operation: Final beneficiary of the action  Target Group: Entities who will be directly affected by the project  Contracting Authority: European Commission  Operation: Activity(ies) to be funded  CN: Concept Note  FA: Full Application  DAC: Department for Arts and Culture

Priorities (1)  In full cooperation with DAC  Call supports DAC priorities:  youth and arts  juvenile offenders  human settlement  beautification of public spaces  persons with disabilities  Cross-cutting issues:  MDGs  Good governance  HIV/AIDS  Crime and violence prevention  Gender  Environment  Collaboration with non-state actors  Social cohesion  Capacity building.

Priorities (2)  Young people aged 14 – 35  Disadvantaged youth  Juvenile offenders  Young persons with disabilities  Youth in rural areas.

Priorities (3) 1) Youth in poor communities have improved access to cultural activities/heritage 2) Training for youth in the field of arts and culture is developed/implemented 3) The capacities and networks of culture organisations targeting the youth are strengthened/established.

Actions foreseen but not limited to are:  Arts and culture productions with young people  Arts and culture events targeting youth  Arts and Culture projects linked to high schools  Promotion of arts and culture in juvenile correctional facilities  Art in public spaces  EU-SA joint culture initiatives  SA culture initiatives involving youth  Professional/entrepreneurial training for young people on arts and culture  Training on arts and culture administration  Arts and culture research  Capacity-building for national/provincial networks on arts and culture  Arts and culture activities with a linkage to sports

Financial allocation provided by the contracting authority The overall indicative amount: EUR 3 Million.  minimum amount: EUR 200,000  maximum amount: EUR 1,000,000

Duration and Location  12 months ≤ action ≤ 18 months  All activities must be completed by 23 September  Actions must take place in South Africa

Principles  Equal Treatment > award process must be impartial  Non-Retroactivity > EC will only cover costs for activities after signature of contract  Co-Financing > EC does not finance the entire operation, only up to 80% of accepted cost.  Non-Profit > non-commercial: grants may not have the purpose of generating profit

Formal EC Procedure Diagram Step 1: Opening Session & Admin. Check Step 2: Evaluation of Concept Note Step 3: Evaluation of Full Application Step 4: Verification of Eligibility Step 5: Notification of Award by 21/02/2012 Step 6: Contract Signature Submission Of Proposal

how to apply and the procedures to be followed  Prior registration in PADOR for applicants and their partners for this Call for Proposal is compulsory: ndex_en.htm  Please read the "Quick guide" available on the website prior to registration.  Helpdesk for questions related to the functioning of PADOR: Europeaid-ON-LINE-REGISTRATION- Please, do not contact the EU Delegation for PADOR related questions!

Application Form  Applications must be submitted in accordance with the instructions (Guidelines)  Applicants must apply in English.  Hand-written applications will not be accepted.  No additional annexes should be sent.

Deadline for submission of Applications  Deadline: 25 August 2011  evidenced by the date of dispatch, the postmark or the date of the deposit slip.  Deadline for Hand-deliveries: 17:00 hours local time  evidenced by the signed and dated receipt.

Further information for the Application  Provincial helpdesks may assist with logistical information.  Content questions must be addressed to the central address: Delegation-S-  Q & A of relevance to all applicants, will be published on the internet: ne-services/index.cfm?do=publi.welcome and on the Delegation’s website

Drafting a Proposal : CN  Cover page: Title, location, Name of applicant, legal and contact details  Summary:  Title,  Location  Duration  costs (% EC grant; in EURO!)  Objectives,  Target groups  Final Beneficiaries  estimated results  main activities  Relevance  Added-value  Description of Action

Drafting a Proposal: FA (1)  Action  Budget  Description  Methodology  Duration & indicative action plan (work plan)  Sustainability (impact)

Drafting a Proposal: FA (2)  Logical Framework (Annex C): Logic of Intervention, incl.  Overall Objective, Project Purpose, Results,  Activities and Indicators of Verification, Sources  and Assumptions/Risks  Budget  Identity of applicant and partner  legal information  management capacity (staff, annual budget/other resources)  Thematic/project/sector experience  regional experience  Checklist

Relevance 1.1 Relevance to the objectives and priorities of this Call for Proposals 1.2 Relevance of the action to needs and constraints of the country to be addressed in general and to those of the target groups and final beneficiaries in particular.

Effectiveness and Feasibility of Action 2.1 Be very clear on the problem identification and analysis 2.2 Be specific on the proposed activities (consistency in relation to the objectives, purpose and expected results) 2.3 Elaborate on the role and involvement of all stakeholders and proposed partners

Sustainability of Action 3.1 Identify the main assumptions and risks, before the start up and throughout the implementation period. 3.2 Identify the long-term sustainable impact on the target groups and final beneficiaries.

STEP 1: OPENING SESSION AND ADMINISTRATIVE CHECK The following will be assessed:  Submission before deadline  Application Form satisfies all the criteria specified in Checklist. In case of missing/incorrect information or late submission: application may be rejected!

Step 2: Evaluation of Concept Notes (1)  After administrative check: evaluation by relevance and design of the action.  CN overall score out of 50 points  The evaluation criteria are divided into headings and subheadings:  score from 1- 5: 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.

Scoring (1) Relevance of the action: 30 Design of the action: 20 Total score: 50  Only CN ≥ 30 points will be considered for pre- selection.  List of selected CN will be reduced to the number corresponding to twice the available budget for this Call for Proposals.

(2) Following CN evaluation, the Contracting Authority will send a letter by 30 October 2011 to all applicants: - application was submitted prior to the deadline - reference number - if CN has been evaluated & results

STEP 3: EVALUATION OF THE FULL APPLICATION Assessment:  Full application satisfactory with points of Checklist.  Evaluation of  quality of application  proposed budget  capacity of the applicant and its partners,  Two types of evaluation criteria: selection and award criteria.

The selection criteria ☺applicants' financial and operational capacity:  Applicant has stable and sufficient sources of finance to maintain their activity throughout the period of action  management capacity,  professional competencies  qualifications required … to successfully complete the proposed action. ☺this also applies to any partners of the applicant.

The award criteria ☺Be clear that the quality of the application submitted responds to the set objectives and priorities of call:  the relevance of the action  consistency with the objectives of the Call for Proposals  quality  expected impact/sustainability  cost-effectiveness

Scoring (1):  Evaluation criteria are divided into sections and subsections.  Score from 1-5 : 1 = very poor; 2 = poor; 3 = adequate; 4 = good; 5 = very good.

Scoring (2) 1. Financial and operational capacity: Relevance of the action: Effectiveness and feasibility of the action: Sustainability of the action: Budget and cost-effectiveness of the action: Maximum total score: 100 Note on Section 1. Financial and operational capacity: If the score is less than 12 points, the application will be rejected.

Provisional Selection ☺Table listing the applications ranked according to score and within the financial envelope ☺Reserve list following the same criteria.

STEP 4: VERIFICATION OF ELIGIBILITY OF THE APPLICANT AND PARTNERS  The Declaration by the applicant will be cross- checked with the supporting documents.  The eligibility of the applicant, the partners, and the action will be verified according to Guidelines.  Any rejected application will be replaced by the next best placed application in the reserve list that falls within the available financial envelope

Submission of supporting documents for provisionally selected applications  Applicants who have been provisionally selected or listed under the reserve list will be informed in writing by the Contracting Authority by 15 December 2011.

Verification of eligibility of the applicants and their partners (1) Partners will be requested to supply: 1.The statutes or articles of association of the applicant organisation and of each partner organisation. 2. Where the grant requested exceeds EUR , an external audit report produced by an approved auditor, certifying the applicant's accounts for the last financial year available. 3. Copy of the applicant’s latest accounts (the profit and loss account and the balance sheet for the previous financial year for which the accounts have been closed).

(2) 4.Legal entity sheet (see annex D of these Guidelines) duly completed and signed by the applicant, accompanied by the justifying documents. 5.A financial identification form conforming to the model attached at Annex E of these Guidelines, certified by the bank to which the payments will be made. 6.List of other supporting documents required.

Notification of the Contracting Authority’s decision  Based on the verification of the supporting documents by the Evaluation Committee, it will make a final recommendation on the award of grants.  The notification of award to the grantees will take place on or before 21 February  The contract signature is foreseen for February/March 2012.

LEGAL AND FINANCIAL ASPECTS  Who may apply?  Partnership and eligibility of partners  Eligibility of costs  Direct eligible costs  Contingency reserve and indirect eligible costs  Ineligible costs  Taxes

Who may apply - eligibility  In order to be eligible for a grant, applicants must:  be legal persons or an entity without legal personality and  be non profit making and  be specific types of organisations such as: non-governmental organisations, public sector operators, local authorities, international (inter-governmental) organisations and  be nationals of a Member State of the European Union, in an official candidate country as or in a Member State of the European Economic Area, or any developing country eligible by virtue of DCI regulation. This obligation does not apply to international organisations and  be directly responsible for the preparation and management of the action with their partners, not acting as an intermediary and  be able to demonstrate to have regularly carried out activities in the field of the kind covered by this programme

Partnership and eligibility of partners  Applicants may act individually or with partner organisations.  Partners:Applicants’ partners participate in designing and implementing the action, and the costs they incur are eligible in the same way as those incurred by the grant beneficiary. They must therefore satisfy the eligibility criteria as applicable on the grant beneficiary himself  The following are not considered as partners: associates, contractors and sub-grantees

Eligibility of costs  Only "eligible costs" can be taken into account for a grant  Eligible direct costs (art. 14 Gen. Conditions) must be :  Incurred during implementation of the action  Must be indicated in the estimated budget  Must be necessary for implementation of action  Must be reasonable, justified and comply with sound financial management

DIRECT ELIGIBLE COSTS  Costs of staff assigned to the action  Travel and subsistence costs for staff and other persons taking part in action  Purchase or rental of equipment & supplies  Costs of consumables  Costs entailed by contract awarded by beneficiary for purpose of the action  Costs deriving from requirements of contract

Contingency reserve and indirect eligible costs  A contingency reserve not exceeding 5% of the direct eligible costs may be included in the Budget of the Action. It can only be used with the prior written authorisation of the Contracting Authority  The indirect costs incurred in carrying out the action may be eligible for flat-rate funding fixed at not more than 7% of the estimated total eligible direct costs. Indirect costs are eligible provided that they do not include costs assigned to another heading of the budget of the standard grant contract  CONTRIBUTION IN KIND are not considered actual expenditure and are not eligible costs

INELIGIBLE COSTS  The following costs are not eligible:  debts and debt service charges  provisions for losses or potential future liabilities;  interest owed;  costs declared by the beneficiary and covered by another action or work programme;  purchases of land or buildings, except where necessary for the direct implementation of the action, in which case ownership must be transferred to the final beneficiaries and/or local partners, at the latest by the end of the action;  currency exchange losses; 

TAXES  The DCI regulation excludes taxes.However, taxes can be considered (under certain conditions) as part of the Beneficiary’s co-financing (when taxes cannot be reclaimed by Beneficiary and as long as he can prove it)  Accepted costs=eligible costs+taxes (non refundable)  The percentage of EU co-financing will be applied to the accepted costs of the action, taxes included.  The EU financing will in any case be limited to the eligible costs and thus exclude taxes.

THANK YOU