Movable Cultural Property Online User Guide
Contents
1. For collections or fonds consisting of several units 1 Mixed condition should be selected to indicate that there is a large quantity of objects that may be of mixed or different conditions A general report about the condition of the collection is sufficient except where units in the collection have serious condition issues In such cases a MCP Online User Guide 30 detailed condition report prepared and signed by a conservator must be uploaded under the corresponding field Note if a condition document has been uploaded and subsequently a new one has to be uploaded click Select to link to the first one Measurements Object dimensions may be recorded using either the metric or imperial systems If the object consists of only a single unit its measurements must be entered here If the object has a unit count of more than one leave the Measurements section blank and record the dimensions of each unit in the Description field above If the object is an archival fonds without an exact measurement enter 0 in the Linear measurements field unless a linear measurement is appropriate When 0 is entered provide the dimensions of the fonds in the Description field above If an object is an installation enter the overall dimensions in the measurement field and the dimensions of each unit in the description field above Provenance Acquisition Method Use this dropdown list to indicate how the donor2. To upload a full appraisal report click New on the Appraisal Documents List Appraisal Documents Ne Document Name Appraiser Appraiser Name j Document Name gt Description Figure 9 Appraisal Documents List detail MCP Online User Guide 34 Appraiser Name The Appraiser Name dropdown list will automatically be populated with any appraiser added above Select the appraiser who prepared the report to be uploaded Document Name Use this field to provide a descriptive name to identify the appraisal report Description Use this field to provide any other relevant comments about the appraisal report To upload the report click Browse to navigate to and select the file Once the report has been uploaded click Save Page before adding additional appraisal documents or Next to proceed to the following page of the form 4 8 Proposed Fair Market Value donations or donation sales only The Proposed Fair Market Value page of the form presents a summary of the information entered on the Appraisals page no additional input is required Applicants may use this page to review and validate the names and appraisal values of objects entered on previous pages of the form This page lists the objects added on the Objects page together with the appraisal value for each and the total proposed fair market value of the donation If a given object has multiple appraisal values the system will automatically calculate
3. date created Although the Description textbox is optional it should be used if other has been selected under Sub group or Medium Creation Date Use the Creation Date dropdown list to indicate the date of the object s creation where applicable There are six options to select from before Christ BC for a date before the Christian era circa for an approximate date or date range no date when no precise date is possible e g minerals precise for a fixed or certain date or date range prehistoric for objects that predate human existence unknown date when no precise or approximate date is known If before Christ BC circa or precise date is selected from the Creation Date dropdown list applicants may also choose to specify a range of dates For instance if a collection includes items created over a span of several decades or if an object was created at some unknown point between two fixed dates these years may be entered separately MCP Online User Guide 29 Number of Units Use this field to indicate the number of distinct units that the object consists of For instance for a collection of 50 books enter 50 If the object is a single self contained unit or integral whole e g a painting an installation or an archival fonds enter 1 Note a large collection consisting of many units may be entered as a single object provided that a detailed unit by unit br
4. T871 which can provide substantial tax benefits over and above those available through regular charitable tax receipts All applications for the certification of cultural property must be submitted to the Review Board via MCP by designated organizations acting on behalf of donors or vendors Whereas in the past organizations could apply only in hard copy this guide was prepared to coincide with the launch of MCP Online a secure web based tool for submitting applications electronically 1 1 Purpose and scope This guide is meant to be used in conjunction with the existing Application Guide and Supplementary Information for the certification of cultural property which is available on the MCP website The Application Guide offers contextual information about the certification process the current guide provides an overview of MCP Online including step by step instructions on how to navigate and complete different sections of the electronic application form Previous applicants should note that though the structure of the MCP Online application form differs slightly from that of the paper form the information and supporting documents required to complete an application remain the same as do the assessment process and criteria 1 2 How to use this guide Although applicants may find it worthwhile to print this guide in whole or in part it was designed to be used electronically Internal hyperlinks that point to other sections of the guide
5. 4 OS NI justification a document that clearly and concisely demonstrates how and why the cultural property meets the criteria of outstanding significance and national importance OS NI as defined under the Cultural Property Export and Import Act gt See section 4 5 Authenticity statement the name title and qualifications of the authenticator gt See section 4 5 Object description the name nationality and where known or applicable birth and death dates of the creator the name or formal title of the property the group to which the property belongs the medium supplementary descriptive comments or details date of creation edition number if applicable condition dimensions and provenance for each object included in the application gt See section 4 6 Archival assessment applications for the certification of archival material must include an archival assessment gt See the Application Guide and Supplementary Information MCP Online User Guide 11 Finding aid applications for the certification of archival material must also include a finding aid gt See the Application Guide and Supplementary Information Appraisal s for donations of cultural property applicants must include signed monetary appraisal report s with itemized values for each object included in the application conforming to the Review Board s Format for Monetary Appraisals available in the Application Guide For sales
6. GCKey Once a GCKey has been received it can be used for all subsequent logins Applicants that do not already have a GCKey may register for one by following the Sign In instructions on the MCP Online page of the MCP website Note be sure to record your GCKey user ID and password in a safe place both will be necessary to complete the registration process MCP does not have access to this information and will not be able to reset your password if it is lost or forgotten There may be a delay of up to one business day before the GCKey PIN is issued The PIN will be emailed to the address provided during registration To complete the GCKey registration follow the instructions in the email Note all subsequent MCP Online alerts and notifications will be sent to the email address provided during GCKey registration Once applicants have received their GCKey follow the instructions below to log in to MCP Online 1 Click Sign In on the MCP Online page of the MCP website to open the MCP Online portal 2 Select the language in which you wish to proceed and then click GCKey Log In to enter your GCKey user ID and password 3 From the PCH Services page select MCP Movable Cultural Property Program 2 2 Enrolling in MCP The underlying MCP Online system was developed to be used by a number of government tax credit programs Before creating an application first time applicants will need to indicate that they wish to
7. More important electronic applications may not be submitted until all mandatory sections of the form have been completed This significantly improves the likelihood that applications will be complete upon submission Facilitated form completion Application forms can be completed collaboratively by any number of authorized registered users through MCP Online s Delegate Access function Some data is automatically populated or can be selected from predefined lists while other information entered on a given application can be retrieved and re used Electronic status updates Applicants that use MCP Online may log in to view the status of their application at any time If an amendment or any additional supporting documentation is required applicants will be notified through the Message Centre and by email They may then make the amendment or upload any necessary attachments in the system before resubmitting the updated form 2 Getting started 2 1 Registering for a GCKey and logging into MCP Online In order to access MCP Online all applicants must have a valid Government of Canada GC Key The GCKey service allows key holders to securely conduct online business with various government programs and services Each GCKey is a unique credential that identifies applicants and protects all communications and documents submitted electronically MCP Online User Guide 7 Note only first time MCP Online users need to register for a
8. Projects tab In order to delegate access to a particular application select the application from the Available Projects list and click Copy Multiple projects may be selected in this way MCP Online User Guide 18 If the application had a previous owner click Previous Owner to delegate access back to the previous owner When you delegate access to a particular individual his or her name and email address will automatically be stored on the My Delegates dropdown list for future use If you would like to add a new delegate to this list click New Delegate and enter his or her name and email address Note all delegates must be registered MCP Online users from the same applicant organization You may include any comments or special instructions for the delegate in the Remarks field Pending Transfers The Pending Transfers tab displays all applications that are awaiting acceptance by the selected delegate If for any reason you wish to cancel a pending delegation so that you retain ownership of an application select the application and click Revoke Incoming Transfers To accept incoming transfers click on the Received Transfers tab Here you may view all the applications that have been delegated to you Click Accept to take ownership of the application which you may then access via the My Applications Page Click Refuse to decline the delegation and return the application to the previous owner 3 4 Form n
9. and receive messages regarding the status of a particular application For general inquiries or assistance please contact MCP MCP Online User Guide 17 3 3 Delegate Access In MCP Online an application may be viewed modified or submitted only by its current owner e g the person who created the application However in the course of preparing an application it may be necessary or useful to delegate access to a colleague who can then log into MCP Online to work with the application Note each GCKey is unique and non transferrable All employees needing access to MCP Online must first register for their own GCKey By delegating access to an application you are effectively transferring ownership privileges to the delegate who will then be able to modify any section of the form An application may have only a single owner at a given time This ensures the stability of the application form by preventing changes from being made in parallel Transfer Projects The Transfer Projects tab lists all the applications of which you are the current owner You may delegate access only to applications that you own and that have not already been submitted to MCP for processing Delegate Access Transfer Projects Pending Transfers Received Transfers Available Projects Selected Projects Copy Remove Previous Owner My Delegates New Delegate Remarks Transfer Clear Figure 3 Transfer
10. applicants must indicate the purchase price that the organization paid to acquire the subject property gt See section 4 7 Images applications must include JPEG GIF or TIF images of each subject property Image files should normally not exceed 700 kilobytes kb gt See section 4 9 Supplementary documentation applicants have the option to upload any other supporting documents that they feel may be relevant or useful in the processing of their application Examples include more detailed object descriptions CVs or biographies of artists or appraisers discrepancy statements exhibition catalogues additional provenance information summary charts etc gt See section 4 9 Privacy statement NEW applicants must upload a scanned copy of the CCPERB Privacy Statement signed and dated by the donor or vendor that consents to the collection of personal information for the purpose of the certification process This document is mandatory only if the donor or vendor has not given express consent to this effect in the disposition agreement Declaration the director or chief executive officer of the applicant organization must sign a physical copy of the declaration form attesting to the accuracy of the information in the application This form will automatically display in a browser pop up window once the completed application form is submitted in MCP Online note that pop ups must be enabled The declaration form must be printe
11. apply to MCP Note applicants need to enroll only once To enroll in MCP 1 Using your secure GCKey log into MCP Online from the sign in portal on the MCP site 2 Click on the Program List button on the My Applications page MCP Online User Guide 8 3 Click the Programs link beside MCP Movable Cultural Property Program under the Service List Service List Programs Programs Program List Program Name CCPERB Service CAVCO Tax Credit Programs MCP Movable Cultural Property Program Program Description The Movable Cultural Property Program MCP offers a service that will allow you to submit online applications to the Canadian Cultural Property Export Review Board CCPERB for certification of cultural property for income tax purposes You can complete your applications over several sessions delegate to other users view edit and print check for notifications and monitor application status Figure 1 Service and Program Lists detail 4 Under the Program List click the Enrol link beside CCPERB This completes the one time enrollment process You may now return to the My Applications page and start work on a New Application 2 3 Applying in French or English Applications in MCP Online may be completed in either official language Applicants can switch between French and English on any page simply by clicking on the language label at the top left corner of the
12. donations or donation sales Only eeeceeeeeeeeeeeeeeeeeees 31 4 8 Proposed Fair Market Value donations or donation sales only 34 4 9 Upload Documents wats drcctccitiai nd ccadie bias nerctdnitaieen Wace etl ieats ted 34 5 Submitting an application iaivcissccss csecinesncsscsveagtacunaatsaatesatedoweacisaavarstabatacsieaivandaeaas 36 Appendix A Instructions for Category B OrganiZatiOnS ssssseeeeeeeeeeeseeeeeseneeeeeeeeeseneees 38 Appendix B GIOSSANY israr arian eanais easagan paeis asiaa de aaaea aiaia aaea d iaria 39 MCP Online User Guide 4 1 Introduction This guide was developed to provide designated organizations as well as donors and vendors of cultural property with an overview of the process of applying for certification using MCP Online The certification of cultural property for income tax purposes is one of the core services offered by the Movable Cultural Property program MCP which acts as the administrative arm of the Canadian Cultural Property Export Review Board Review Board In accordance with the Income Tax Act and the Cultural Property Export and Import Act the certification process provides special tax incentives to encourage the transfer of significant cultural property from private hands to designated publicly accessible Canadian organizations Only cultural property that has been certified by the Review Board is eligible for a Cultural Property Income Tax Certificate
13. entirely Applicants can use the MCP Online Message Centre to communicate with MCP about the status of a particular application and to view related notifications For general inquiries applicants should contact the program directly MCP Online User Guide 10 2 5 Required information and supporting documents Applications created in MCP Online cannot be submitted until all mandatory sections of the electronic form are complete It is important to bear in mind that not all sections of the application form need to be completed at once not only can you save and resume work on an application at any time but you may also delegate access to any colleague with a registered MCP Online account so that he or she can work with the form In order to complete an application in MCP Online you will need the following information Disposition documentation when disposition of the cultural property is complete i e legal title to the property has been formally transferred to the recipient designated organization applicants must upload an electronic copy of the disposition agreement whether a deed of gift or proof of sale When disposition is proposed applicants must upload a statement of legal title or a proposed donation or sale agreement gt See section 4 3 Donor or vendor information the name language address and in the case of companies or estates the care of c o address of each donor or vendor gt See section 4
14. how and why the subject property meets the selected criteria of outstanding significance and national importance The name of the author of this document together with his or her formal job title must be entered in the corresponding field Authenticity In addition to identifying the OS NI criteria and attaching a supporting justification applicants must confirm the authenticity of the cultural property by naming the authenticator identifying his or her formal job title and uploading a short summary of his or her qualifications MCP Online User Guide 25 4 6 Objects On the Objects page of the application form applicants must provide a detailed description of the subject property All objects listed on the disposition agreement should be entered and described separately except for large collections or fonds For example an archival fonds consisting of hundreds of individual items should be added as a single object However for an application consisting of several paintings each should be added and described separately Note each object entered and described on the Objects page will require a value on the Appraisals page When describing multiple objects ensure that each object or set of objects has a corresponding value in the appraisal report s If your application consists of many distinct objects and you are unsure how to proceed please contact MCP Note for instructions on adding objects as a Cat
15. page via the form navigation menu 2 Click Proceed to Official Submission at the top of the page Note this option will be available only when all required sections of the form are complete 3 Review and accept the terms of the Declaration that appears on the following page before clicking Submit Project Application MCP Online User Guide 37 4 On clicking submit the completed Declaration form will automatically open in a pop up window Note that pop ups must be enabled This form must be printed signed by the director or chief executive officer of the organization or an authorized delegate and then mailed to MCP The Declaration form can be printed anytime by clicking Print Declaration on the Summary page Although the application must be submitted by the deadline date the signed declaration form may be sent later by mail However the application will not proceed to the Review Board until the signed declaration has been received Appendix A Instructions for Category B Organizations 38 Appendix A Instructions for adding objects as a Category B organization Category A and Category B organizations may both apply for certification using MCP Online The steps for applying are identical for each with the following exception Category B organizations may create an application only for the specific cultural property that they have been designated to acquire When applying for Category B designation organiz
16. screen 2 4 Conventions assumptions and best practices The following conventions assumptions and best practices should be kept in mind when using MCP Online Do not use the back arrow in your Internet browser to return to the previous loss of unsaved screen doing so will result in a Webpage has expired error and may lead to the application data Instead use MCP Online s Back button or embedded left hand navigation menu If at any time you accidentally click the back arrow in your browser refresh the page by clicking the refresh button or pressing F5 on your keyboard Any unsaved application data will be lost MCP Online User Guide 9 Save early and safe often changes made to the application form frequently result in a page refresh as the form is updated Similarly if MCP Online is inactive for several minutes the system will automatically log out to ensure the security of the form To prevent the loss of unsaved application data through a refresh or a timeout it is a good practice to save your work after completing any section of a given page by clicking Save Page particularly after uploading an attachment Clicking Next to proceed to the following page of the application form will also automatically save your work Once you have saved an application you may close delegate or resume work on it at any time Note clicking Clear Form on any page will clear unsaved data only To clear saved
17. times demanding process MCP Online was developed to expedite the submission and review process by minimizing paperwork and delays Supporting documentation correspondence and amendments are now all managed electronically in the system Although MCP will continue to accept paper applications applications created and submitted electronically through MCP Online will receive priority consideration and can be processed and amended more quickly Note in order for an application to be reviewed at the next quarterly Review Board meeting it must be submitted by the posted deadline regardless of the submission channel used MCP Online User Guide 6 Web based MCP Online is completely web based no additional software plug ins or add ons need to be installed in order to access it and applications can be created and submitted using any computer that is connected to the Internet MCP Online is compatible with the latest versions of Internet Explorer Mozilla Firefox and Safari Less paperwork and reduced duplication of effort Using MCP Online applicants can complete and submit the application form over a secure web based channel All supporting documentation can be attached electronically with the exception of the declaration form Fewer errors and omissions Because application data entered in MCP Online is automatically validated in the system data entry errors are less likely and easier to detect when they occur
18. to and select the image file to be uploaded Click Save Page to ensure that the uploaded image is stored in the system Note after uploading a file always click Save Page before uploading additional files Document guidelines The following types of documents may be uploaded under this page of the form CV bio of artist or appraiser supplementary information about the credentials and life s work of artist or appraiser that should be included only if is highly relevant Delegation of authority a scanned copy of a signed document that delegates authority to sign the Declaration to someone other than the director or chief executive officer of the applicant organization Description of cultural property for additional descriptive details not already captured on the Objects page of the form Discrepancy statement if there is a significant discrepancy between the values proposed by different appraisers for a given cultural property whether between the values of individual objects or the total proposed fair market values the applicant must include a written rationale in support of adopting one estimate over another or the average of both MCP Online User Guide 36 Exhibition catalogue a catalogue that documents the contents of an exhibition in which the subject property appears or has appeared should be included only if it is highly relevant Personal information consent form NEW a scanned copy
19. with a single letter space e g X1Y 2Z3 Telephone numbers should include area codes and dashes e g 613 555 6789 If a P O box number is required enter P O box in the Street Number field followed by the number of the P O box in the Street Name field In the case of an estate enter The Estate of in the First Name field and the name of the property holder in the Last Name field e g The Estate of John Smith Applicants can emend donor or vendor information at any time by clicking Edit However the donor or vendor type cannot be modified once the profile has been saved In order to change the type of donor or vendor delete the existing profile from the list and then recreate it with the appropriate type 4 5 OS NI Cultural property will be certified only if the Review Board accepts the applicant s justification of its outstanding significance and national importance OS NI On the OS NI page of the application form applicants must indicate which OS NI criteria they are using as the basis for their justification The applicant must clearly articulate how the subject property meets these criteria and provide supporting evidence and arguments in the attached OS NI justification Applicants are also required to upload an original OS NI justification prepared or endorsed by a qualified curator archivist librarian or specialist that clearly and convincingly demonstrates to the satisfaction of the Review Board
20. 04 04 Donor Vendor Address Please complete Care Of Address Donor Vendor Phone Numbers Please complete OSNI Outstanding Significance Please complete National Importance Please complete Authenticity Please complete Figure 5 Summary page of a new application detail Not all pages of the application form need to be completed at once nor even in a particular order with one exception As soon as a given page or section is complete the application may be saved and work may be suspended Once the application has been saved it will appear on the My Applications page where it may be accessed and modified by the current owner or delegate at any time The Objects page must be completed before the Appraisals and Upload Documents pages Note that the Proposed Fair Market Value page is populated automatically by data entered on the Appraisals page Submission History If for any reason an application needs to be amended after being submitted a new version of the form will automatically be created All versions of a given application will be listed in the Submission History at the bottom of the Summary page Applicants may review previous versions of a form at any time by clicking View For more information on amending an application please see section 3 1 4 3 Description On the Description page of the application form applicants must indicate the date of disposition if disposition is complete upload the
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22. are blue external hyperlinks that point to Internet websites are blue and underlined External links will automatically open in the web browser MCP Online User Guide 5 To return to your previous location in the guide after clicking an internal link press and hold the Alt key before pressing the left or back arrow 1 3 Acronyms and short forms CCPERB Canadian Cultural Property Export Review Board Review Board CRA Canada Revenue Agency FMV PFMV fair market value proposed fair market value GC Government of Canada MCP Movable Cultural Property program OS NI outstanding significance and national importance PCH Department of Canadian Heritage T871 Cultural Property Income Tax Certificate Note for a complete glossary of certification terms please refer to Appendix B 1 4 What is MCP Online MCP Online is a secure web based tool for submitting tax credit applications electronically to the Movable Cultural Property program MCP The following sections of this guide explain how to use MCP Online to create and submit electronic applications for the certification of cultural property for income tax purposes to the Canadian Cultural Property Export Review Board Review Board All such applications are submitted via MCP which acts as the administrative arm of the Review Board 1 5 Why use MCP Online The preparation submission and processing of paper applications for certification can be a lengthy and at
23. ations must include a detailed description of the cultural property in question Using this description an MCP program officer will create an entry for the property in the system so that applicants may search for and select it once in MCP Online Selecting an object 1 To select an object for which certification is being sought click Select Object or Creator under the Object Details section of the Objects page Object Details Select Object or Creator Creator Object title Group lv Description f Creation Date v Thru Date oo a f Designation of Units Edition Date Condition v Condition Documents Upload New Document Select Document Figure 10 Object Details section for Category B applicants detail 2 Enter the title of the object or the last name of the creator and click Search 3 Click Select to add the object to the application form Note that the locked fields will automatically be populated with the descriptive details provided to MCP Note if any of the automatically populated descriptive information needs to be amended please contact MCP Return to the relevant part of section 4 6 Appendix B Glossary 39 Appendix B Glossary Canadian Cultural Property Export and Import Act Act The provisions of the Act help to ensure that cultural property of outstanding significance and national importance remains in Canada by designating Canadian organizations
24. avigation menu When working with an application in MCP Online all pages of the application form will appear on the left navigation menu Clicking on a particular page heading will take you to the corresponding page of the form MCP Online User Guide 19 Welcome 1 Summary My Applications Summary The Summary displays all the sections of the application form and the date that each section was Description last modified Once all required sections have been completed the application can be submitted from this page The Submission History displays the date and version of the submitted application Donor Vendor OSNI lt r Objects Form navigation menu Appraisals Mandatory Sections 0 0 16 Proposed Fair Market Value Change Form Upload Documents a Last Modified Message Centre Description Delegate Access Description Disposition Details Please complete Privacy statement Donor Vendor Terms and conditions of use Donor Vendor List Please complete PCH Services Donor Vendor Information Please complete Logout Donor Vendor Address Please complete Care Of Address Donor Vendor Phone Numbers Please complete Figure 4 Summary page with form navigation menu Note always save your work on a given section before using the navigation menu to access another page of the form Exiting a page through the navigation menu without first clicking Save Page will result in the loss of an
25. been submitted it will be locked to prevent further changes Applicants may still view and print the form but it will not be possible to add edit or delete any application data If after submitting an application you realize that an error has been made or a change is necessary you may contact the program to request an amendment through the Message Centre Similarly if MCP determines that an amendment is necessary the applicant will be notified of the requested change through the Message Centre and by email Note all MCP Online alerts and notifications will be sent to the email address provided during GCKey registration Requesting an amendment 1 Open the Message Centre from the main navigation menu on the My Applications page 2 Click New to create a new message 3 Select the application that you wish to amend from the Project dropdown list Note only those applications that you have access to as an owner or delegate will be listed An amendment request may not be submitted until the affected application has been assigned to an MCP program officer for analysis If you need to amend an application before this point please contact the program directly 4 Once an application has been selected the address field will automatically be populated with the MCP program officer assigned to the application Provide a descriptive subject line e g amendment request followed by a clear concise but thorough d
26. d signed by an authorized signatory and then mailed to MCP Signing authority may be delegated to another representative of the organization but in such cases a signed letter identifying the name and title of the delegate must be mailed together with the signed declaration Although the application must be submitted by the deadline date the signed declaration form may be sent later by mail However the application will not proceed to the Review Board until the signed declaration has been received gt See section 5 MCP Online User Guide 12 Note after submitting an application in MCP Online applicants may log in to view the status of their application at any time If an amendment or any additional supporting documentation is required applicants will be notified through the Message Centre and by email They may then make the amendment or upload any necessary attachments in the system before resubmitting the updated form 2 6 Uploading supporting documents In the course of preparing an application applicants will need to upload a number of required documents under particular sections of the application form Please note that only the following file formats are currently supported MS Word documents doc and docx MS Excel workbooks xls and xlsx MS PowerPoint presentations ppt and pptx PDF files pdf JPEG images jpg and jpeg GIF images gif TIFF images tif and tiff To upload a f
27. data the text must be selected and deleted or overwritten manually Similarly attachments can be deleted only after a page has been saved Whether you are using Internet Explorer Firefox or Safari ensure that pop ups are enabled before submitting an application form in MCP Online To enable pop ups navigate to the privacy settings under your browser s Internet options or preferences and click the appropriate checkbox Because MCP Online is web based changes to many sections of the application form will automatically cause the page to refresh As a result you will be returned to the top of the page at which point you will need to scroll down to return to your former location Where possible all fields of the application form should be completed Once a page or section of the application is complete the Summary page will display the last modified date in place of the Please complete notification Form fields and sections that are particularly important for the processing of your application are flagged with a red asterisk While not always strictly mandatory these fields must be completed wherever possible On certain pages of the form a section may contain mandatory fields without itself being mandatory For instance applicants may need to provide a care of address for a donor or vendor in which case they will also need to enter the street name postal code etc If no care of address is required the section may be bypassed
28. disposition agreement or statement of title and provide a brief description of the subject property Note any number of objects or collections donated or sold by a given donor or vendor may be included in a single application provided that the date of disposition is the same MCP Online User Guide 22 Complete dispositions If the donation or sale of the cultural property is complete the disposition date must be entered using the calendar tool In order for cultural property to be eligible for certification the recipient organization must be designated at the time disposition occurs If the disposition date precedes the organization s designation date a system error will occur and the applicant will not be able to proceed with the application Applicants must upload a scanned version of the original signed and dated disposition agreement finalized with the donor or vendor Proposed dispositions If the disposition is proposed applicants must upload a statement of title confirming that the donor or vendor holds valid legal title to the subject property Summary Description The text entered in the Summary Description of Cultural Property textbox will serve as the name of the application so that it may readily be distinguished from other applications on the My Applications page Once an application has been submitted to MCP it will also be assigned a temporary four digit file number so that it can be tracked inte
29. eakdown of the units is presented in the accompanying archival assessment and finding aid Edition Number If the object forms part of an edition as is often the case with prints photographs sculptures and video art use the Edition Number field to record the size of the edition and the number associated with the particular object For instance enter 14 50 for the 14th print pulled in an edition of 50 If an object is pulled outside the edition number indicate whether it is an artist s proof trial proof hors commerce etc in the Description field If an edition is open add a note in the Description field In cases where a work was pulled posthumously it will be necessary to provide supporting documentation attesting to the object s authenticity e g for a Rodin bronze cast after his death Condition Use the Condition dropdown list to select the condition that best describes the object in question Condition Documents If the condition selected for the object is 1 Mixed condition 2 Fair or 3 Good applicants must upload a condition report that indicates whether the object requires or has undergone conservation treatment If extensive conservation work has been done or is required a full condition statement prepared and signed by a conservator must be uploaded under the field provided If the condition selected for the object is 4 Very good or 5 Excellent no condition statement is required
30. eator Selected Creators Creator Date of Birth Date of Death Select James Smith 1913 Select Jaune Smith Select Jeremy Smith 1946 Select Jimmy Smith Select John Smith 1927 Select Jori Smith 1907 2005 Select Kenneth Coutts Smith 1929 1981 Select Kiki Smith 1954 Select Leon Smith 1906 1996 Select Michael Smith 1951 Page 2 of 7 61 items lt 1 2 3 4 5 6 7D Figure 7 Searching for and selecting a creator detail If the creator exists in the database click Select to add the individual to the application form To associate multiple creators with a single object repeat step 2 To remove a creator click Clear List This will remove all of the creators associated with the object Note searches for common last names may yield several pages of results Use the arrow buttons pictured in figure 7 to scroll through search results By default search results are sorted alphabetically by creator first name 3 If the search yields no matches you will need to add the creator to the database by clicking Add Edit Creator Adding a creator a After clicking Add Edit Creator click New to open a new creator profile MCP Online User Guide 27 b Complete all mandatory sections of the profile Include any known dates that may help distinguish the creator from others in the database with the same name Note creators with more than one first or last name must be entered using only the Firs
31. egory B organization see Appendix A Adding an object To add a new object to the application click New under the Objects List Object Details Creator At least one creator must be associated with each object A creator may be an artist an author a designer a manufacturer or any other living or historical figure 1 To add a creator click Select Creator Object Details Select Creator Creator Object title Group v Description Creation Date v Thru Date of Units Edition Condition v Condition Documents Upload New Document Select Document Browse Figure 6 Object Details section of the Objects page detail MCP Online User Guide 26 2 MCP maintains an extensive database of creators To find out if the creator of the subject property exists in the database search for the creator s last name only e g Reid for Bill Reid MacDonald for J E H MacDonald etc Note the search function scans last names from left to right In the case of middle or dual last names it is a good practice to search for both names jointly and singly e g Smith and or Coutts Smith for Kenneth Coutts Smith If the object has no single creator or if the creator is unknown search for and select either no creator or unknown creator Object Details To begin search for a creator Close Enter Search String smith Search Add Edit Cr
32. escription of the proposed change s in the body of the message 5 Click Send to deliver the message to MCP Once the amendment request has been received and reviewed an MCP program officer will unlock the affected page s of the application form so that the applicant may make the necessary amendment s Note that only the unlocked pages of the form may be modified MCP Online User Guide 15 Reviewing an amendment request from MCP 1 When MCP requests an amendment to an application the applicant will be notified of the request through the Message Centre and by email The affected application will be flagged in MCP Online with a pencil and paper icon in the Notes column of the My Applications page If the details of the amendment request are unclear navigate to the Message Centre from the My Applications page Open the message concerning the affected application and click reply to request clarification Amending the application form 1 Once the submitted application form has been unlocked by MCP click View to open the application from the My Applications page Note that the unlocked sections of the form will now have a status of Please complete Using the form navigation menu navigate to and amend the affected page s of the form Click Save Page to save any changes to the affected page s of the form before returning to the application Summary page via the form navigation menu On the Summar
33. f eight groups The group s on the Group dropdown list will correspond to those that the applicant organization has been designated to collect If the object is an archival fonds Group VII Textual records graphic records and sound recordings two additional fields will become available for uploading an archival assessment and finding aid both of which are mandatory To upload these documents click Browse and then navigate to and select the locally stored files Sub group Depending on the group selected above applicants must select a sub group that MCP Online User Guide 28 further describes the particular object The values on the Sub group dropdown list will be determined by the group selected above If no listed sub group suits the object select other Medium Depending on the group and sub group selected above applicants may need to indicate the objects medium by making an appropriate selection from the Medium dropdown list The values on the Medium dropdown list will be determined by the Group and Sub group selections If no listed medium suits the object select other Description Use the Description textbox to enter additional comments or descriptive details about the object e g more detailed description of the medium signatures or inscriptions information on the series etc However there is no need to replicate information that can be or has been captured elsewhere e g measurements or
34. ide the tax shelter number registered with the Canada Revenue Agency CRA Sale Price sales only If the form type is a sale use this field to record the before tax sale price of the cultural property as established in the signed disposition agreement or proof of purchase This latter document should be uploaded in the Description page of the form In cases where an application for a proposed sale is approved by the Review Board proof that the transaction has been completed must be submitted to MCP before a T871 can be issued 4 7 Appraisals donations or donation sales only All donated cultural property must be appraised before an application for certification can be submitted On the Appraisals page of the form applicants must identify the appraiser of the object record the proposed fair market value PFMV and add any applicable notes on the exchange rate if the appraisal was submitted in a currency other than Canadian Each object entered and described on the Objects page requires a corresponding value on the Appraisals page Note for objects with a proposed fair market value greater than 20 000 CAD two appraisals must be provided or a single appraisal by a recognized association or committee Applicants also need to upload a completed appraisal report which must be prepared in accordance with the Review Board s Policy on Monetary Appraisals and Format for Monetary Appraisals both available in the Applicat
35. ile to the system click the Browse button where applicable before navigating to and selecting the locally saved file that you want to attach Files must be uploaded individually but multiple files can be uploaded by repeating this step Naming conventions File names should be descriptive and unambiguous Avoid lengthy titles and cryptic short forms Although certain punctuation marks may be used e g dashes or underscores do not use periods in a file name under any circumstances For more information about uploading documents and images see section 4 9 of this guide 3 Navigating the interface 3 1 My Applications As the hub of MCP Online My Applications is the start page that will display after you log into the system From here you can create new applications and review any existing applications that you have access to MCP Online User Guide 13 a a i Canadian Heritage www pch ge ca Francais Home Contact Us Help Search Canada Site eSubmission gt My Applications Page Help Welcome My Applications My Applications Message Centre All new users must first enrol in a program To get started click on the Program List button below and choose the desired program to enrol in from the Program List Once you are enrolled click the Delegate Access pS ANSA New Application button below to create the appropriate application form Privacy statement Terms and conditions
36. ion Guide and Supplementary Information In order to minimize processing delays applicants should review appraisal reports to ensure that they conform to Board standards MCP Online User Guide 32 Note at least one object must be added on the Objects page of the application form before the Appraisals page may be completed Adding an appraisal 1 To add an appraisal click New on the Appraisal List 2 Under the Object Appraisals section click Select to add an appraiser 3 Click Search to retrieve the appraiser by his or her last name If the appraiser does not exist in the database click Add Edit Appraiser Note each time an applicant enters a new appraiser that appraiser profile will be stored in the database so that it may be retrieved as necessary for future applications Object Appraisals Appraiser To begin search for an appraiser Close Enter Search Strina Search Add Edit Appraiser Object Title v Value Canadian Dollars CAD Exchange Rate Comment Figure 8 Object Appraisals section detail Adding an appraiser a After clicking Add Edit Appraiser click New on the Appraisers List to create a new appraiser profile b Complete all mandatory sections of the profile before clicking Save Page to add the new appraiser to the Appraiser List For appraisals prepared by a committee the committee chair or director should be entered in the First Name and Last Name fields whi
37. ivi Heg Geneon Patrinoin Canada Canadian Cultural Property Export Review Board MCP Online User Guide for the certification of cultural property for income tax purposes VEVIK MCP Movable Cultural Property Program Department of Canadian Heritage Movable Cultural Property Program and Canadian Cultural Property Export Review Board Secretariat 25 Eddy Street 9th Floor 25 9 N Gatineau Quebec K1A 0M5 Email bcm mcp pch gc ca Telephone 819 997 7761 Toll free 1 866 811 0055 Fax 819 997 7757 TTY toll free 1 888 997 3123 Website www pch gc ca mcp This publication is available in PDF format on the Internet at http www pch gc ca eng 1346177157772 13461 78291449 galement disponible en fran ais Her Majesty the Queen in Right of Canada 2013 Catalogue No CH44 150 2013E PDF ISBN 978 1 100 22339 1 Contents W introduction riaa a a a a a a aa EN aiaa 4 1 1 Purpose and SCOP scat ce tsircsted iecoced deeecatdaidd one haa cecebieci tad tdi ce bnnaiceedasabide 4 1 2 How to use this guide 1 o0 cs cc inenes serene cxpeccpeenpenets actecnee peeps codeesteerpeestsadyecesties 4 1 3 Acronyms and short TOMS 2 5 oie tn ee Ne ee aA ea a ea a 5 1 4 Whatis MCP OMT es cack cates cee ates Sea ek htt derbies ca be chants Sib 5 15 ANI USE MCP Online ginenen a aii atest ate ii cle tte at es 5 2 Getting Started wins cccccceisieicissesecdeectiasteendeendiieciurdsantiandecdsendersduaniunadesduweterndvendunndiaws 6 2
38. le the committee name should be entered in the Company Name field e g Elizabeth Edwards ADAC and Ken Larose NAAB c Click Back to return to the Appraisals page of the form Once a new appraiser has been added to the system repeat steps 1 and 2 above Click Search to retrieve the new appraiser by his or her last name MCP Online User Guide 33 Object Title The Object Title dropdown list will display any objects added under the Objects page of the application form From this list select the object that has been appraised by the appraiser selected above Value Use this field to record the fair market value proposed by the selected appraiser Values must be entered in Canadian dollars If the appraisal was submitted in a currency other than Canadian see the Review Board s Policy on Monetary Appraisals in the Application Guide_and Supplementary Information for instructions on which exchange rates and dates to use to convert the currency Exchange Rate Comments Use this field to record the exchange rate and date used by the selected appraiser if applicable together with any other relevant comments Note once an object has been selected from the Object Title list its value entered and any applicable exchange rate comments added click Save Page to save the appraisal Repeat the above steps for each object before proceeding to the Appraisal section of the page Appraisal Documents
39. ment of title When there are multiple donors or vendors all such information must be entered separately for each individual For instance in the case of a donation by Mr John and Mrs Jane Smith both individuals must be profiled and saved separately If the cultural property is ultimately certified by the Review Board all the donors or vendors profiled on this page of the form will be named on the T871 provided that they are also signatories to the original disposition agreement There are three different types of donor or vendor Individual Company Estate Note that for companies and estates a care of name and mailing address are also required Adding a new donor or vendor 1 Click New on the Donor Vendor list 2 Select the donor vendor type and complete each of the mandatory fields taking care to ensure that the salutation name and address are entered correctly This information will be used as a basis for any future correspondence with the donor or vendor 3 Repeat the process for each individual donor or vendor as necessary MCP Online User Guide 24 Note if the applicant inadvertently enters text in a mandatory field in the care of address section the system will demand that the rest of the section be completed before the page can be saved In such cases simply delete the text or click Clear Form before clicking Save Page or Next Input conventions Postal codes should be entered
40. n MCP program officer for analysis and preliminary review is underway If MCP determines that an amendment is necessary the applicant will be notified via email and the Message Centre Pending Board Decision the application has been fully processed by MCP and sent forward to the Review Board for consideration at its next scheduled meeting Reviewed the Review Board has deliberated and reached a formal decision A letter notifying the applicant of the outcome may be expected within three to four weeks after the meeting 3 2 Message Centre Once an application has been submitted to MCP applicants can review and respond to notifications or alerts regarding the status of an application through the Message Centre lf for any reason MCP requests an amendment to the application applicants can open the Message Centre to view the details of the necessary changes or additions When an unread message regarding the status of a particular application is available a small envelope icon will appear in the Notes column of the My Applications page 2 When an amendment to a particular application has been requested a small pencil and paper icon will appear in the Notes column of the My Applications page Using the Message Centre ensures that all correspondence regarding the status of a particular application will be captured in the system and associated with the application Note the Message Centre is intended to be used only to send
41. objects recovered from the soil or waters of Canada Group II objects of ethnographic material culture Group III military objects Group IV objects of applied and decorative art Group V objects of fine art Group VI scientific or technological objects Group VII textual records graphic records and sound recordings Group VIII musical instruments Appendix B Glossary 40 Designated Organization Designated organizations are located in Canada and demonstrate the ability to ensure the long term preservation of cultural property They also make cultural property available to the public through exhibitions programming or research Organizations applying for certification must be designated by the Minister of Canadian Heritage before legal title to the subject property is officially transferred Category A designation is granted indefinitely to established organizations for the acquisition of cultural property that falls within their collecting mandate Category B designation is granted for the proposed acquisition of a specific object or collection Organizations seeking Category B status are not required to meet all the criteria for Category A designation but must nevertheless demonstrate the capacity to effectively preserve the specific property for which certification is being sought MCP Online A secure web based tool for submitting tax credit applications electronically to MCP
42. of My Applications use EnA r PCH Services New Application Program List Project Archive Logout View Project Name Applicant Date Status Notes Figure 2 My Applications screen From My Applications it is also possible to modify amend and resubmit applications review the status of submitted applications print applications Creating a new application To create a new application click New Application before selecting the CCPERB Form from the Program List By default applications are sorted by the last modified date but they may also be sorted in ascending or descending order by Project Name or Status by clicking on the corresponding column header Note multiple applications can be started and worked on in parallel All applications will appear on the My Applications page with a status of in progress Viewing or modifying an application in progress You may view or modify only those applications that you have access to as an owner or delegate An application may be modified only if it has not yet been submitted to MCP 1 To view or modify an application click the View link for the application in question on the My Applications page MCP Online User Guide 14 2 Use the form navigation menu to review the application or to navigate directly to a particular section of the form 3 Save any changes to a given section by clicking Save Page Amending a submitted application Once an application has
43. of the CCPERB Privacy Statement signed and dated by the donor or vendor that consents to the collection of personal information for the purpose of the certification process This document is mandatory only if the donor or vendor has not given express consent in the disposition agreement Provenance additional information about the provenance of the subject property that supplements or complements the information provided on the Objects page of the form Summary chart for large collections or fonds where objects were not entered on the Objects page separately a summary chart must be provided that lists the objects individual values and average values Other when uploading another type of document applicants should take care to use a descriptive title and to provide a brief summary in the Description field Uploading documents 1 To upload a document click New on the Upload Documents list and follow the steps outlined above for uploading an image 5 Submitting an application Once all sections of the form are complete and all the necessary attachments have been uploaded the application can be submitted via the Summary page Note before submitting the application it may be useful to print a copy so that it can be reviewed in its entirety In order to do so navigate to the My Applications page and click the Print link for the application in question Submitting a complete application form 1 Open the Summary
44. or vendor came to acquire the subject property If the donor or vendor purchased the object indicate the purchase price in Canadian dollars CAD in the corresponding field If available upload scanned clearly titled copies of the transaction records i e that indicate the purchase price under the Upload Documents page Acquisition Year Use this field to record the year in which the donor or vendor acquired the object Provenance Description Applicants are required to include all known provenance information including a detailed chain of custody and any dates of transfer All such information may have implications for authenticity outstanding significance and national importance and fair market value If the donor or vendor is also the creator of the object no additional provenance description is necessary MCP Online User Guide 31 If it is impossible to establish a complete chain of custody applicants must at a minimum provide the following information a written statement from the donor or vendor attesting that the property was acquired legally a detailed description of the efforts that have been made to bridge the gaps in the history of ownership and in the case of collections the provenance of each unit in the collection Both of these documents should be attached under the Upload Documents page Tax Shelter Number If the sale or donation is part of a tax shelter gifting arrangement prov
45. plit receipt Sale For more information about these form types please refer to the Application Guide and Supplementary Information Selecting the right disposition status and disposition type ensures that the appropriate sections and fields of the application form will be available For instance if disposition is complete a calendar will appear in the Description page where applicants must record the formal disposition date Similarly if Sale is selected a special field for the purchase price will appear in the Objects page of the form no appraisal information will be required and the PFMV page will not appear Changing the form type To change the form type after the application has been started click Change Form under the Submission Summary of the application Summary page Changing the form type will not result in the loss of any application data 4 2 Summary page Once a new application has been created through the Form Wizard the Summary page will appear The Summary page presents an overview of the core sections of the MCP Online application form The Summary page may be consulted at any time to view which sections of the form remain to be completed and the date on which completed sections were last modified MCP Online User Guide 21 Section Last Modified Description Description Disposition Details 2013 04 04 Donor Vendor Donor Vendor List 2013 04 04 Donor Vendor Information 2013
46. rnally Once the application has been forwarded to the Review Board for consideration it will be assigned a permanent eight digit file number This number will be used in all future correspondence Input conventions The summary description should be complete but concise This is not the appropriate place for detailed object descriptions e g measurements medium date created etc all such information should instead be recorded in the Objects page of the form Summary descriptions of cultural property should include the following general information Objects object count number of objects type of object sub group within MCP Online creator name s up to four when there are more than four use various creators For example 1 painting by John Smith 2 sculptures by Jane Doe 2 paintings by John Smith and 3 sculptures by Jane Doe MCP Online User Guide 23 3 muskets and 1 pistol by unknown creators 6 mineral specimens and 14 fossils Collections title of the collection or fonds and accrual number if required dates or date ranges For example The Smith Family Fonds 2nd Accrual 1975 2000 A Collection of Books and Ephemera by or about Jane Doe The John Smith Collection of Japanese Teapots 4 4 Donor Vendor On the Donor Vendor page of the application form applicants must record the names addresses and contact information of any donor or vendor named in the disposition agreement or state
47. t Name and Last Name fields e g for John Patrick Smith enter John Patrick in the First Name field and Smith in the Last Name field Company or corporate names should be entered in the same way e g for the Department of Canadian Heritage Department of could be entered in the First Name field and Canadian Heritage in the Last Name field c Click Save Page to add the new creator to the Creator List d Click Back to return to the Objects page of the application form Note new creators must be reviewed and approved by MCP before they can be added to the database Applicants should expect a delay of no more than one business day from the time that the new creator is submitted Once the new creator has been added to the database the applicant will be able to search for and select the new creator from the database before completing the rest of the Objects page Object title Wherever possible use the formal title given to an object by its creator If an object has no such title provide a descriptive title that might serve for a catalogue entry or a display label e g Set of 8 Medals Awarded to Billy Bishop Note If the application includes multiple untitled objects take care to use distinctive titles so that the objects may readily be distinguished on other pages of the form Group For administrative purposes cultural property is generally classified according to one o
48. the average value 4 9 Upload Documents On the Upload Documents page of the application form applicants may upload images of the subject property together with any other supporting documentation that may be necessary or useful in processing their application Please note that only the following file formats are currently supported MS Word documents doc and docx MS Excel workbooks xls and xlsx MS PowerPoint presentations ppt and pptx PDF files pdf JPEG images jpg and jpeg GIF images gif TIFF images tif and tiff MCP Online User Guide 35 Image guidelines For large collections or archival fonds consisting of many units upload a representative sample of images that includes units with the highest estimated values If the units span different groups of cultural property include images of units from each group As a general rule applicants should limit samples to no more than 20 images unless this would not be sufficiently representative In any case individual image files should not normally exceed 500 to 700 kilobytes kb Uploading images 1 2 3 4 5 To upload an image click New on the Upload Image list On the Object dropdown list select the object pictured in the image In the Document Name field provide a brief descriptive title of the image Additional details may optionally be provided in the Description field Click Browse and then navigate
49. to preserve cultural property and make it accessible to the public providing tax incentives that encourage Canadians to donate or sell important cultural property to designated organizations awarding grants to help with the purchase of cultural property regulating the export of cultural property and regulating the import of cultural property Canadian Cultural Property Export Review Board Review Board An independent tribunal established in 1977 by section 18 of the Cultural Property Export and Import Act that reports to the Minister of Canadian Heritage and is responsible for certifying cultural property for income tax purposes reviewing export permit applications that have been refused and determining fair cash offers for the purchase of cultural property for which export permits have been refused Category A Category B See designated organization Certification Administered by the Review Board the certification process encourages the transfer of cultural property from private hands to the public domain It ensures that cultural property of outstanding significance and national importance is preserved in Canadian organizations and made accessible to the public Cultural property Cultural property may be anything from paintings and sculptures to books and manuscripts to ethnological and decorative art material For administrative purposes cultural property is generally classified according to the following eight groups Group l
50. y page click Proceed to Official Submission Complete the declaration and click Submit Project Application to resubmit the amended application Although the declaration form will pop up when the amended application is resubmitted it does not need to be printed signed and mailed to MCP unless it is specifically requested by the program officer reviewing the application Note all previous versions of an application may be viewed by clicking on the corresponding link in the Submission History at the foot of the Summary page Understanding application status Once an application has been created and saved in MCP Online its current status will display in the Status column of the My Applications page Applications created and submitted in MCP Online will ordinarily proceed through the following stages In Progress the application form is being completed and may be viewed and modified at any time by the current owner or delegate MCP Online User Guide 16 Note if a previously submitted form has been unlocked following an amendment request it will also have a status of In Progress In Queue the completed application form has been submitted to MCP where it has been queued for preliminary analysis MCP staff Because the form is now locked it may be viewed and printed but modified only if the applicant contacts MCP to request an amendment Under Review the application has been assigned to a
51. y unsaved data or documents uploaded on that page You will not be prompted to save your work when using the navigation menu Not all sections of the application form need to be completed at once nor even in a particular order with one exception As soon as a given page or section is complete you may save the page and suspend work Once the application has been saved it will appear on the My Applications page where it may be accessed and modified at any time The Objects page must be completed before the Appraisals and Upload Documents pages Note that the Proposed Fair Market Value page is populated automatically based on data entered on the Appraisals page 4 Completing an application When creating a new application applicants must first select the form they wish to complete Click New Application and select CCPERB 4 1 Form Wizard Use the Form Wizard to indicate the disposition status and disposition type of the subject property MCP Online User Guide 20 The disposition status may be either complete or proposed if the cultural property has already been disposed of to your organization i e legal title has been formally transferred click Yes otherwise click No Whether disposition is complete or proposed applicants must also indicate the disposition type before starting work on the form Cultural property may be disposed of to an organization in any of three ways Donation Donation Sale s
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