What’s a Completion Deadline?

FACTOR sets out a pre-determined completion deadline for every approved component. This date is based both on our guidelines and your project’s initial timeline. Your completion deadline is visible when you log in to the FACTOR portal and navigate to the project’s main page.

Before your completion deadline, you need to have finished and fully paid for all of the activities listed in your application. (See our Expense Documentation Guide). There are also some program-specific requirements that must be met, such as uploading proof of performances for tours and showcases, or MP3s and lyrics for sound recordings (see the Program Guidelines for more information). In any program, you must submit a completion in order to retain or receive your full funding.

 

What’s a Commercial Release Date Deadline?

All approved sound recording components have two deadlines: the completion deadline mentioned above, and the deadline to commercially release the sound recording.  This date generally reflects the one you entered in your application.

 

How do I request a deadline extension?

That deadline snuck up on you, eh? We get it. Plans change, release dates shift.

We offer extensions for most programs. However, these extensions are not automatic or guaranteed. To get one, send a written request to your Project Coordinator. It’s important to do this before your initial completion deadline. No extensions are available if your deadline and subsequent one-week grace period have passed. There are no extensions in the Artist Development program.

The Business Policies: Deadlines and Extensions section highlights available extensions by component.  Read it before your deadline and then email your Project Coordinator with the following:

• Your project number.
• Your project component type (sound recording, marketing).
• The reason for extension.
• Details on how far along the project is, what has been done so far, and what remains to be done.
• Your preferred new deadline date.

How Do I Access my Completion?

Exactly as you accessed your application! Log in to your user dashboard and navigate to your project tab. Select the project you want by clicking on the project number. This will take you to the project home page.

Here, you will see your project’s component table, which shows any active components within the project. Click on the completion to open a new window, and voila!

 

The completion process: an overview

A completion is filled out and submitted in much the same way as your application. Its purpose is to give FACTOR an outline of the results of the component, any changes that occurred along the way, and how the funding was spent.

Here’s a brief checklist of what is (and might be!) required on completion:

• All completions require organized scans of all invoices, receipts, and proofs of payment (as detailed in the Expense Documentation Guide).
• An itemized, component-specific Cost Report Spreadsheet. We recommend using this tool to track your expenses as you work on the project.
• Finished MP3s and lyrics (for sound recordings).
• A signed Studio Work log(for sound recordings).
• A signed Supplier’s Declaration form(for sound recordings and video producers).
• Tour agency settlement sheet (for tours) or proof of performance (for showcases).

 

Our biggest completion hot tip: Keep track of those invoices and proofs of payment! Ensure you have your component’s supporting expense documentation organized and available to scan before you begin filling out your completion. You risk failing FACTOR’s audit process if you claim an expense without providing supporting expense documentation. Remember, all costs must be invoiced and paid before you submit your completion.

 

I’m lost! Are there guides to help me through the completion process?

There sure are!

• FACTOR’s Completion Guide covers this process for all our programs, excluding Artist Development. That Completion Guide is here.
• The Expense Documentation Guide goes over invoices and proofs of payment, along with other common payment-related questions.
• Remember those Program Guidelines you read before applying? They’re a great tool to use for checking on eligible costs and caps at the completion stage too.
• The best guide we have for you is … your Project Coordinator. They can answer any of your questions about FACTOR, your project and your completion.

We understand that plans may change from the time of your original submission to when you begin working on your completion. However, failure to first clear significant changes with FACTOR may result in a reduction of funding, or outright ineligibility. Here the two most common scenarios to tell your Project Coordinator about:

1. Changes to key elements of your approved activities. This could include a change in producer, publicist, eligible travelers, your recorded songs, etc.
2. Changes to your project’s budget(s). Some components include a budget on application. All components require a budget on completion. It’s important that you familiarize yourself with the Business Policies: Eligible Costs – General Terms, as well as the eligible costs specific to each program or component.

If your proposed budget changes include increases or adjustments that are more significant, affect more than 25% of your total budget, or concern expenses not listed as eligible within the program guidelines, contact your Project Coordinator before making any changes or incurring new costs. They will go over the proposed changes and will let you know if they are acceptable.

If you plan to spend less than your proposed application budget in any or all categories, you do not need to notify FACTOR in advance; however, be aware that in most programs a reduction in claimed expenses may result in a reduction to your final offer of funding.

We strongly recommend that you contact your Project Coordinator to discuss any significant changes to your approved activities.

Short answer, YES!

If you have an active project funded under any of our sound recording programs (Juried Sound Recording, Comprehensive Artist, Comprehensive Music Company) or our Video program, FACTOR must be made aware of any existing or new licensing agreements. You do not have to inform us of any changes to your distribution.

Why is this important? Under these programs, the applicant must be the party controlling the Canadian commercial release and exclusive Canadian exploitation rights for the associated sound recording. If these rights change while a project is still under way, we need to ensure that, if eligible, the new applicant accesses any additional funding remaining for the approved project.

The Business Policies: Disposition of Masters section outlines the steps taken when exploitation rights change hands. We encourage you to read through this section thoroughly, and to let your Project Coordinator know if you have started conversations with a label.

Including the logo(s) and acknowledgement text on all funded sound recordings, videos, and printed and online materials is a mandatory condition of your FACTOR funding. Failure to provide the proper logos and credits will result in a financial penalty or a withdrawal of all your project funding.

Different programs have different acknowledgement requirements. These are outlined in your General Agreement, in the Logo and Acknowledgement section of the Business Policies, and in the Logo & Acknowledgement Guide.

Contact your Project Coordinator before creating material if you’re unsure about where and whether to include a logo or acknowledgement credit.