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Relationship Framework

The National Portfolio Relationship Framework sets out the parameters of our funding relationship. It describes what we expect from the organisations we invest in and what they can expect from us.

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Terms & conditions

The National Portfolio Relationship Framework sets out the parameters of our funding relationship. It describes what we expect from the organisations we invest in and what they can expect from us.

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Annual survey

This year’s annual survey will run from 3 April to 30 June 2022.

A man performing at night in the middle of the square surrounded by a group of people
Photo by Eden Arts- Winter Droving Festival © Graham Wynne
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Artistic and quality assessment

Artistic and quality assessments provide a fair, robust and transparent platform for discussions about the quality of work produced by National Portfolio Organisations.

An audience watch a performance at Create London/Barbican Centre – Panic!
Photo by Create London/Barbican Centre – Panic! Photo © Suzanne Zang.
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Organisational requirements

Equality and diversity

As part of our funding agreements, we ask our National Portfolio Organisations, Major Partner Museums and Museum development providers to develop and utilise an equality action plan.

Find out more about our approach to diversity >

All band 2 and 3 NPOs are required to report on a representative sample of audiences by ethnicity, age, gender and disability status. While this is optional for all other National Portfolio Organisations, we encourage you to consider it as part of your equality action planning.

If you collect audience surveys via Audience Finder, you can download this information using the ‘Audience Report’ function in the reports section of your dashboard.

Internships

We expect all National Portfolio Organisations to pay interns. We have published these guidelines (PDF, 468.68 KB) to help clarify the legal obligations of arts organisations offering internships.

Environmental sustainability

Through our actions and investment, we are committed to embedding environmental sustainability in the arts and cultural sector. 

Declaring duplicate funding

As part of our update to funding conditions on 30 July 2020, we are asking all NPOs to confirm that they haven’t been in receipt of any duplicate funding from the Arts Council and Government support schemes against their October 2020 payment. You can find a template for this below. 

Downloads

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Data sharing requirements

Data sharing agreements

If you are an NPO, your funding agreement requires you to enter into mutually agreed data-sharing agreements with any Arts Council funded organisations that you have partnered with during the term of your funding agreement.

This requirement is intended to ensure that:

  • All of our funded organisations are working in partnership, to enable them to put their audience’s needs first and develop audiences for the arts across the sector;
  • Audience members are given the opportunity to choose which organisations have access to their data;
  • Our funded organisations are supported to act in the best interests of the audience, whilst collecting, storing and sharing data in compliance with data protection law.

GDPR and Data Sharing

The funding requirement to enter into data-sharing agreements has not changed with the new EU General Data Protection Regulation (GDPR) coming into effect on 25 May 2018. NPOs must take steps to ensure they are GDPR compliant but there is nothing in the new GDPR legislation that prohibits the sharing of personal data with other partners as long as

  • It’s clear how the shared data will be used and for what purpose(s) through a GDPR compliant privacy notice, policy or statement;
  • Where the chosen legal basis of the sharing is consent (as ACE requires), the customer has freely given his or her consent on a specific, informed and unambiguous basis for their personal data to be shared for this/these purpose(s) and can easily withdraw such consent at any time;
  • If you are relying on consent to allow the partner to process an individual’s data for its own purposes (e.g. direct marketing), you should clearly identify the named partner and the purpose(s) for which they want to use that data (asking customers to agree to their data being shared with ‘selected 3rd parties’ or category of partners is no longer sufficient);
  • Shared data is not used for any purpose(s) other than those that are specified to the customer;
  • Appropriate measures are taken to keep the data secure; and
  • You should be able to demonstrate compliance with the above if asked.

Monitoring progress

So that we can monitor progress, in July each year we’ll request an update from National Portfolio Organisations on data sharing - this takes the form of a short questionnaire. 

So that we can monitor progress, in July each year we’ll request an update from National Portfolio Organisations on data sharing - this takes the form of a short questionnaire. 
We will require you to complete and upload a 2½2 data sharing questionnaire to Grantium as part of your July 2022 payment conditions.

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Audience data requirements

Audience Finder

Audience Finder helps us all better understand audience behaviours, motivations, experiences and demographics. It provides useful data and tools to put that understanding in vital context to inform audience development activity and help increase and diversify audiences. 

What you need to do

If you are a National Portfolio Organisation, your funding agreement requires you to submit audience data to Audience Finder, unless you have an official exemption. 

If you are a Band 2 or 3 NPO, from July 2019 you are also required to submit data on the age, gender, race and disability status of a sample of audiences. You should be undertaking Audience Finder surveys to collect this data. If you have been doing this, data about the protected characteristics of your audience will be included in the Audience Finder Report that you submit.

If you collect Audience Finder survey data through another system and upload it to Audience Finder, it is important that you note the precise wording of the questions and answers which you will be required to ask your audience. The Audience Agency have provided an example questionnaire for reference.

Requirements for 22/23

NPOs are required to submit an Annual Report generated from Audience Finder Answers and/or an Annual Summary from Audience Finder Show Stats for touring companies, unless you have an agreed exemption in place. The reporting period covers performances/attendances during the 2022/23 financial year. If you have not yet set up a 2022/23 Audience Finder survey, we recommend you do so now to begin collecting data. The final deadline for setting up new survey, of any collection methodology, for data collection for 2022/23 is 31 March 2023.  

Once collected, the data should be uploaded to the Audience Finder Data Tools as soon as possible following the end of the funded period. If you are looking to submit external survey data not collected through an Audience Finder survey, the final date for you to upload data this data will be 5 May 2023. 

Once your data has been collected you can produce and download your annual report using Audience Finder Answers and/or Audience Finder Show Stats dashboards. We request that you download and submit your 2022/23 Annual Report and/or Annual Summary to NPO.reporting@artscouncil.org.uk no later than 31 May 2023. 

Please note, all annual reports for 22/23 are required to be produced from Audience Finder Answers and/or Audience Finder Show Stats, not Audience Finder Original. 

Contributing survey data

In previous years, we acknowledged that collecting audience survey data was challenging due to the ongoing effects of the Covid-19 pandemic on arts audiences. This year, we expect that organisations should be collecting the minimum number of 380 survey responses to get an accurate picture of their audience over a whole year.  

NPOs should try to gather as much audience data as they can. Even where sample targets are not reached, data from all organisations will contribute to the national dataset, enabling us and The Audience Agency, to understand audience engagement at a national and regional level, continuing to build an ongoing case for the arts on an advocacy level. 

Below are some links to guidance on the Audience Finder Website with more information on our expectations for 22/23 reporting, as well as instructions on how NPOs can complete their reports which you might find useful reference. 

What are the annual funding requirements for Arts Council England NPOs? - Knowledge Base - Knowledge Base - The Audience Agency Community 
 

How do I produce my Arts Council England annual ticketing/survey report? 

Impact & Insight Toolkit

The Impact & Insight Toolkit enables NPOs to survey their audiences, peers and staff to find out what they think of their work, and whether their programming has had the impact they aimed for. It enables us to make sure NPOs are evaluating their work using a consistent set of measures, and by collecting this we can more accurately evidence the value of arts and culture as a whole.

What you need to do 

Band 2 and 3 NPOs are required to evaluate a minimum of 4 events, exhibitions or performances each year, produce and share an insights report of each evaluation with their Relationship Manager, and submit an annual report summarising the four quality evaluations each year. You are also required to undertake peer reviews for other NPOs if requested.

Band 1 NPOs are encouraged to use the toolkit, however it’s not mandatory. 

Requirements for 22/23

The mandatory evaluation expectations have been developed to provide more flexibility for NPOs using the Toolkit. For the 22/23 requirements: 

Band 2 or 3 NPO must complete four evaluations, where: 

  • At least two adhere to the Core evaluation type 

  • The remaining two adhere to either the Core or the Flexible evaluation type 

The Flexible evaluation type is new and allows the NPO to choose their own dimensions for that evaluation. A comprehensive description of what both the Core and Flexible evaluation types must include is given below. 
Within a month of completing each of the four evaluations, the NPO must then: 

  • Create an Insights Report and submit the data to us – this process occurs entirely within the Culture Counts platform. 

  • Share the Insights Report with their Relationship Manager via email – this requires the NPO to save the created Insights Report and send it to their Relationship Manager manually via email. 

Band 2 and 3 NPOs must also create a second report type – the Annual Summary Report. This is an annual, combined report of the NPO’s four submitted evaluations. It shows comparisons between the different evaluated works and provides opportunities for reflection. In preparation for the final submission, the NPO must: 

  • Ensure all data is in the platform – no later than 5 May 2023

  • Create an Annual Summary Report – this occurs within the Culture Counts platform. 

  • Submit the Annual Summary Report to us – to NPO.reporting@artscouncil.org.uk no later than 31 May 2023

NPOs are encouraged to include additional questions within their surveys, and there are suggestions made within the platform to make this simpler for specific types of work (e.g. Online Works or Participatory). However, this is not mandatory. 

Beyond the minimum requirement of four mandatory evaluations, all NPOs are welcome to undertake as many additional evaluations as they like. There is no requirement to share these evaluations with us and they can be designed in any way that NPOs choose. 

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Monitoring prompts

Throughout the lifespan of your grant, we will monitor your performance against the Outcomes and Investment Principles of Let’s Create, as well as management and governance and financial viability.

We have published monitoring prompts so that so that you can understand how we will monitor our investment in your organisation. These prompts set out the questions your Relationship Manager will consider whilst reviewing your progress on an ongoing basis, as well as examples of the types of evidence and indicators of success we will look for.

You may also find it helpful to consider these monitoring prompts whilst refreshing your business plans and supporting documents annually.

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Data protection

The new EU General Data Protection Regulation (GDPR) came into effect on 25 May 2018 - it’s important that you take steps to prepare for the new regulations ahead of the deadline. Resources are available to help you do this:

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2022/23 extension funding

Your 2022/23 business plan and extension year application

    As part of our response measures to Covid-19, we postponed the planned 2022-26 National Portfolio process and are extending the 2018-22 National Portfolio for one year. We’re asking current NPOs to submit their outline business plans for 2022/23 as their application for the NPO extension year.

    14 July 2021: The application portal opens for National Portfolio Organisations: 2022/23 extension.

    15 September 2021: The application portal closes for National Portfolio Organisations: 2022/23 extension.

    By 20 December 2021: We aim to notify you of our decision on your application to the 2022/23 extensions and funding agreements will be issued. 

    By end February 2022: A final 2022/23 business plan with detailed budget and cashflow to be submitted on Grantium.

    If you have any questions about your 2022/23 business plan and budget please contact your Relationship Manager.

    Our expectations for your 2022/23 business plan

    All National Portfolio 2022/23 extension year funding is conditional on submission of a finalised business plan and budget by 28 February 2022.

    We recognise that, because of the unpredictable context, your plans for next year may change. We will not penalise organisations for this, but we do need to understand how plans and objectives differ and what the impact of that is. We still expect to see endeavours to achieve value for money on behalf of the public.

    Your business plan should:

    • set out the agreed activity that will be delivered over the period 1 April 2022–31 March 2023
    • include a detailed organisational budget and cash flow, which covers the funding period
    • have been approved by your board or equivalent governing body, this approval being recorded in minutes or other dated note of the relevant meeting 
    • include a risk register or consideration of risks and mitigations/actions. Including any specific impacts on delivery models as a result of Covid-19 and to your organisation’s overall resilience
    • set out if you expect any of your planned activity to deliver against the Outcomes in Let’s Create and/or detail any changes over this period in order to deliver against the three Outcomes
    • include your plans for embedding the Investment Principles into your organisation over the funding period 1 April 2022–31 March 2023 with actions for Ambition & Quality, Dynamism, Environmental Responsibility and Inclusivity & Relevance.
    • include specific, measurable, achievable, relevant and time-based (SMART) objectives, for the following: 
      • Your core programme
      • Our Investment Principles: Ambition and Quality, Dynamism, Environmental Responsibility and Inclusivity and Relevance. Responses to Inclusivity and Relevance should state your current contribution and plans to improve:  
        • representation in your workforce with reference to lower socio-economic background, protected characteristics, and geography; and  
        • your reach and impact on audiences, again with reference to lower socio-economic background, protected characteristics, and geography 
    • Include any additional activity supported by an increased level of investment from the Arts Council (if applicable)
    • Include  your plans for reaching audiences and participants which correspond to the planned activity if a main part of your programme includes working with independent artists, plans for developing artists  
    • Include international activity (where appropriate)
    • Include a touring plan with a completed touring proforma (if touring is a main part of your programme), including details of whether the work is new or a remount, the venues being toured to and the number of performance/presentation/exhibition days
    • Include work for, by and with children and young people, where this is part of your organisation’s funded activity. We expect you to consider how to best meet the needs of children and young people, reflecting the Investment Principles and specifically addressing issues of equity and inclusion
    • If you are planning to use the Impact and Insight Toolkit, please detail how you will use the Impact and Insight Toolkit to:
      • Improve your understanding of how the quality of your work is perceived by the different people experiencing it, how this aligns with your creative intentions for the work and how this compares with the work of similar organisations. Your comparison with other organisations could be through a combination of benchmarking and sharing findings in the digital dashboard, peer reviewing other National Portfolio Organisations’ work and discussing findings with other National Portfolio Organisations
      • Inform your future making, producing, programming, curating and distribution of work

    Note: use of the Impact and Insight Toolkit is only mandatory for Band 2 and 3 National Portfolio Organisations.

    For Band 3 National Portfolio Organisations, show how you will demonstrate a geographic-area or sector-support role (or both) through some or all of the following: 

    • Senior leaders becoming members of boards of other arts or cultural organisations 
    • Formal mentoring programmes, surgeries and so on to support emerging leaders and other organisations 
    • Whether you play an active part in coordinating and leading sector or sub-sector discussions and networks 
    • Whether you take an active role in development initiatives within your geographic area such as Local Enterprise Partnerships, local authority working groups, and our Area councils

    Please refer to Schedule 1 of your National Portfolio 2022/23 funding agreement for any additional requirements that may have been applied to your organisation to mitigate a particular risk.  

    Sector Support Organisations
    In addition to the requirements above Sector Support Organisations (SSOs) should, as well as plan to embed the Investment Principles in terms of how they themselves operate as an organisation, also set out how they will support the wider sector to embed the Investment Principles and if relevant support organisations to deliver against the Outcomes as appropriate for their support role.

    By 28 February 2022 SSOs must also submit a one -year (1 April 2022–31 March 2023) SSO activity plan (using the mandatory template which can be downloaded at the bottom of this page) 

    Museum Development Providers and Bridge Organisations
    Museum Development Providers and Bridge Organisations should refer to their funding agreement for the agreed national SMART targets that should be evidenced in their programme or business plan. 

    Updates to this webpage

    • 13 December 2021 - Added a new section on final 2022/23 Business Plan expectations 
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