NATIONAL FILM & VIDEO FOUNDATION STANDARD OPERATING PROCEDURES CALL FOR FUNDING Document # [ID] Revision # [Nr] Effective Date: [Date] Standard: [Standard, Law, or Regulation] Applications Funding SOP Title: [Procedure Name] Prepared By: [Author’s Name] Reviewed By: [Reviewer’s Name] Approved By: [Approver’s Name] Print Date: [Date] Date Prepared: [Date] Date Reviewed: [Date] Date Approved: [Date] 1
TABLE OF CONTENTS 1. Purpose 3 2. Scope 3 3. Definitions and abbreviations 3 4. Responsibilities 4 5 PROCEDURE 5 6 Review and Amendments 7 7 Appendices: 7 8 Validity of the SOP 7 9 Contact person 7 10 Approval 7 Annexure 1: Call for Funding Process Flowchart 8 Annexure 2: Applicable Legislation and Regulatory Procedures 9 ID Department Call for Funding SOP 2
1. Purpose The purpose of this SOP is to establish a structured approach for managing the process of calling for and evaluating funding applications to ensure transparency, fairness, and alignment with organisational goals. It serves to outline the responsibility of each employee in the policy(ies), procedures and the call for film funding applications and aims to ensure uniformity in its application. It also serves as a reference tool for educational and training purposes. 2. Scope This SOP applies to all departments and individuals involved in the process of issuing, managing, and evaluating funding applications within the organisation. 3. Definitions and abbreviations The abbreviations and definitions that are pertinent to these instructions / policies and SOP’s are described below: ▪ Call for Applications: A formal request for proposals or funding applications from individuals or organisations seeking financial support. ▪ Applicant: An individual or organisation submitting a proposal or application for funding. ▪ Evaluation Committee: A group of individuals tasked with reviewing and evaluating funding applications based on predefined criteria. ID Department Call for Funding SOP 3
4. Responsibilities ▪ Programme Manager: Oversees the call for applications process, ensures compliance with policies, and coordinates with the evaluation committee. ▪ Evaluation Committee: Reviews and evaluates applications, makes funding recommendations, and ensures a fair and transparent evaluation process. ▪ Finance Department: Manages the budget for funding allocations and ensures financial compliance. ▪ Applicants: Submit proposals or applications in accordance with the guidelines and requirements specified in the call for applications. ID Department Call for Funding SOP 4
5 PROCEDURE 5.1 Planning and Preparation ▪ Define Objectives: Clearly define the objectives and goals of the funding program. ▪ Develop Guidelines: Create detailed guidelines for the call for applications, including eligibility criteria, application requirements, evaluation criteria, and submission deadlines. ▪ Budget Allocation: Determine the total budget available for funding and establish funding limits per application if applicable. ▪ Approval: Obtain approval for the call for applications and the associated budget from the relevant authorities. 5.2 Issuing the call for Applications ▪ Announcement: Announce the call for applications through appropriate channels, such as the organisation’s website, social media, newsletters, and relevant industry publications. ▪ Application Forms: Provide standardised application forms and templates for applicants to use. ▪ Support: Offer support to potential applicants by providing FAQs, guidelines, and contact information for inquiries. 5.3 Application Submission ▪ Submission Process: Clearly outline the submission process, including the method of submission (e.g., online portal, email) and required documentation. ▪ Deadline: Specify the submission deadline and ensure it is communicated clearly to all potential applicants. ▪ Acknowledgment: Acknowledge receipt of applications and provide confirmation to applicants. 5.4 Application Review and Evaluation ▪ Initial Screening: Conduct an initial screening of applications to ensure they meet the eligibility criteria and are complete. ▪ Evaluation Committee: Form an evaluation committee comprising individuals with relevant expertise and no conflicts of interest. ▪ Evaluation Criteria: Use predefined evaluation criteria to assess each application. ID Department Call for Funding SOP 5
Criteria may include the project's relevance, feasibility, impact, and budget justification. ▪ Scoring and Ranking: Score and rank applications based on the evaluation criteria. Document the evaluation process and findings. ▪ Committee Meetings: Hold evaluation committee meetings to discuss applications and finalise recommendations for funding. 5.5 Decision and Notification ▪ Final Decision: Review the evaluation committee's recommendations and make final funding decisions. ▪ Notification: Notify all applicants of the outcome of their application. Provide detailed feedback to unsuccessful applicants if possible. ▪ Award Letters: Issue formal award letters to successful applicants, detailing the terms and conditions of the funding. 5.6 Post-Award Management ▪ Agreement: Develop and sign funding agreements with successful applicants, outlining the responsibilities, deliverables, and reporting requirements. ▪ Monitoring: Monitor the progress of funded projects to ensure compliance with the terms and conditions of the funding agreement. ▪ Reporting: Require regular progress and financial reports from recipients. Review and provide feedback on these reports. 5.7 Record Keeping and Documentation ▪ Maintain Records: Maintain detailed records of the entire funding application process, including submitted applications, evaluation scores, and decision rationale. ▪ Audit Trail: Ensure an audit trail is available for review by internal and external auditors as needed. 5.8 Evaluation and Feedback ▪ Post-Implementation Review: Conduct a post-implementation review to evaluate the success and impact of the funded project, initiative, or programme. ▪ Feedback Mechanism: Provide a feedback mechanism for applicants to share their experiences and suggestions for improving the funding application process. ID Department Call for Funding SOP 6
▪ Continuous Improvement: Use feedback and evaluation results to continuously improve the funding application and review process. 5.9 Feedback Collection Collect feedback from applicants and the evaluation committee to identify areas for improvement. 6 Review and Amendments This SOP should be reviewed annually and updated as necessary to reflect changes in organisational procedures, funding priorities, or regulatory. 7 Appendices: Attach any relevant documents, forms, or templates used in the call for applications process, such as application forms, evaluation criteria, and award letter templates. This SOP provides a comprehensive framework for managing the process of calling for and evaluating funding applications, ensuring transparency, fairness, and alignment with organisational goals. 8 Validity of the SOP These Instructions / Policies and SOPs are effective from [insert date 9 Contact person For any queries related to these Instructions and Standard Operating Procedures, contact [Persons name]. 10 Approval ________________ _____________ Accounting Officer Date ID Department Call for Funding SOP 7
Annexure 1: Call for Funding Process Flowchart Pre-Call The process flowchart below describes the step by step of the implementation of this SOP. Calls planning Call Design Match calls to the NFVF funding policy Inform Praxis of the call to be released Make corrections where necessary Update Praxis landing page Inform the marketing team to publish the call Applications Received Applicants send queries Application complaint? Queries resolved Convene Panel for funding applications evaluation Create a final spreadsheet NO During Call Send a request for updated documents YES Change status of applications Updated documents complaint? NO YES Random calculations spreadsheet Panelists gathering Spreadsheet with panelists preparation Gathering of scores Conflict of interest management Allocations Panel meetings plans (scribers and spreadsheet updates) Panel meetings documents preparation Scribers RFP Send rejection letters Unsuccessful applicants Send approval letters To successful applicants ID Department Call for Funding SOP Create and schedule meeting with successful applicants Insert the approved amounts on the system Panel meetings attendance and notes Queries to applicants Contracting Stage Post panel and council meetings After allocation After call Send rejection letters Allocations and reallocations Council meeting pack Preparation and mailing of Tier 3 notes Send contracts to successful applicants 8
Annexure 2: Applicable Legislation and Regulatory Procedures The list of legislative and regulatory are applicable to this SOP Legislation Applications Funding SOP Source 9
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