Description of the Online Service Electronic Confirmation Process (ECP)

Transcription

1 Description of the Online Service Electronic Confirmation Process (ECP) Dear publishers, By means of the ECP, you, the music publisher, can submit details to GEMA in relation to the legal relationships you entertain with your authors and upload the documents required for your participation. You can use the process for your existing original and sub-published repertoire in order to carry out amendments or changes. At the same time you can submit your details on your legal relations with your authors for your newly registered, originally published works for the first time. For your newly acquired sub-published repertoire, we already query the details on the publisher participation in the registration/notification form. You can find the ECP on the GEMA website in the online-services section at These guidance notes are intended to help you whenever you use the ECP. For questions on the individual chapters, please us at We also gratefully receive proposals for amendments and improvements. Your GEMA BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 1

2 Content: 1. Overview on the documentation for the complete confirmation process Requirements for using the ECP ECP overview Start page of the ECP Main page publisher participation 4 4. Start page Contents and function Registration 5 5. Main page publisher participation Search query Selection Original publisher Selection Sub-publisher Launching the search query - valid when original publisher and sub-publisher are selected Download functions in the tabs original publisher and sub-publisher Downloading all work lists Editing of a participation number (reference number) Confirmation declaration for originally published repertoire Downloading technical documents Structure of the work list tables from the search query (excerpt of the format description) Structure of the agreement list tables (excerpt of the format description) Upload functions in the tabs original publisher and sub-publisher Dialogue editing in the tabs original publisher and sub-publisher Annex Info graphics for the change_flag resp. change attributes for new lists Work lists and agreement lists in csv format Structure of the old work list tables (excerpt of the format description) 27 Column headers for files of original publishers Structure of the old agreement list tables (excerpt of the format description) 28 BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 2

3 1. Overview on the documentation for the complete confirmation process A complete confirmation process includes: For originally published repertoire (works list) Works lists with reference number Confirmation declarations with authors or, where applicable, other documents (cf. text of the declaration of indemnification) and reference number of the works lists in the file name Declaration of indemnification with reference number of the work list For sub-published repertoire (agreement list) Agreements list with reference number Declaration of indemnification with reference number of the agreements list Providing a declaration of indemnification for each work or agreement list continues to be obligatory. With immediate effect, you may submit the declaration of indemnification for your publishing house directly and online via the ECP without having to upload additional documents. The document will open as soon as you complete the upload of a list. With your confirmation of the declaration of indemnification via mouse click you complete the process. The reference number is the most important identifier for allocating your details in the list to the submitted additional documents. The reference number therefore also has to be used in the file name of the confirmation agreements with the authors. 2. Requirements for using the ECP The user is a GEMA publisher or has a mandate/power of attorney from a GEMA publisher. The publisher has its own account on the GEMA website It also has an activated account for the online service Repertoire Search (enhanced access). If all three requirements are met, the ECP can be launched. Note: Users with a pre-existing account only require activation for the online service repertoire search (enhanced access), where applicable, subject to presenting a power of attorney by the GEMA publisher. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 3

4 3. ECP overview 3.1 Start page of the ECP 3.2 Main page publisher participation The tab search query enables you to: create original and sub-publishing lists based on selected criteria request the lists from GEMA for further processing The tab original publisher and sub-publisher contain the functions: Download of the lists for further processing in your own system Upload of the processed lists Dialogue function for processing the lists online - suitable for small lists as an alternative to the download and upload of the lists BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 4

5 4. Start page 4.1. Contents and function The start page contains references and instructions on the online service. These are: Links to forms and instructions for the use of online services and the ECP, The sign-on button (login) and the logoff for the authentication of the user and contact data of GEMA for the ECP 4.2. Registration You can access the login page of GEMA via the login button at the top right hand corner or register at the bottom left corner of the start page: In order to login, users enter the user name or address and password, and click on login. After that, you will be redirected to the start page of the ECP. Once you have logged on, the above mentioned buttons change their labelling in logout at the top right hand corner and next at the bottom left corner. The next button directs users to the main page publisher participation. The application shuts down when clicking the logout button. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 5

6 5. Main page publisher participation The main page publisher participation is subdivided in the tabs original publisher, sub-publisher and search query. 5.1 Search query New since 01/09/2017: With the search query, you can create search queries independently for works or agreement lists from your published repertoire based on predefined search criteria and request these from GEMA. Before the search mask comes up you can select whether you wish to create originally published or sub-published lists (catalogue agreements or individual sub-publishing agreements). Depending on your selection, original publisher or sub-publisher, the available search criteria will be shown Selection Original publisher You can search for works with a search query as an original publisher. With the search description you give the search query a name determined by yourself. In addition to the above, at least one of the following search criteria must be added: Publisher IPI name number or PWC (publisher work code) or Work code or CWR file number BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 6

7 The PWC and the work code exclusively represent single search criteria which cannot be actively combined with other search criteria. The CWR file number can be a sole search criterion. It can also be combined with the search criterion work registration status. In cases of searching based on the PWC or the CWR file number, the search will automatically include sub-accounts irrespective of the publisher participation attributes and irrespective of whether the work agreement has already expired or not. The search criterion Publisher IPI name number can be flexibly combined with other search criteria: incl. sub-account Publisher participation Author IPI name number Author name (contains) Work registration status First documentation done and Agreements - not expired/expired since For various search combinations, individual fields will be deactivated depending on the selection if a search excludes the combination with these individual fields. The deactivated fields are highlighted in grey. The following conditions shall apply for the individual search criteria: Search description: Mandatory field. The user must name his/her search query individually. Alphanumerical value with a max. length of 100 digits The search query descriptions must not repeat themselves. Publisher IPI name number: Numerical value with a max. length of 11 digits A max. of four numerical values, each with a max. length of 11 digits, separated by blank spaces At least one of the IPI name numbers must belong to a participant number that the logged-in user is entitled to Overview: Search with IPI name number without and with selecting a sub-account Search criterion What happens in the background Result Notes exactly one IPI name number Based on the entered IPI name number, all further IPI name numbers are determined which belong to the membership number (code) of the publisher. All works under the membership number of the publisher, including expired ones. It may be helpful to restrict the data volume by selecting additional search criteria. exactly one IPI name number with subaccount more than one IPI name number (up to a max. of 4) more than one IPI name number (up to a max. of 4) with a subaccount PWC: Based on the membership number to which the IPI name number belongs, all IPI name numbers of the publisher hierarchy will be determined, i.e. the subaccounts (editions) and the administered publishers and their (sub-accounts) editions will be included. The membership numbers and any further related IPI name numbers will be determined and connected via an AND search. All works under the membership number of the publisher as well as all editions and all administered publishers and their editions under the publisher hierarchy, including expired ones. All works where the determined membership numbers are joint participants. This search is not recommended. We recommend that users restrict the data volume by selecting additional search criteria. Suitable for copublished works, for example. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 7

8 A max. of one alphanumerical value with a length of 14 digits CWR file no.: A max. of one alphanumerical value with a length of 9 digits Work code: A max. of one numerical value with a length of 10 digits Publishers participation: If no selection is made or if all check boxes are activated, the search will be based on all values. If you wish to select only specific values, you can select them individually. Author IPI name number: A max. of one numerical value with a length of 11 digits Based on the entered IPI name number, the system determines automatically any further IPI name numbers of the authors and includes them in the search. Only such works will be determined to which the logged-in user is entitled to. Author name (contains): A max. alphanumerical value with a length of 90 digits The search is a contains search. If several authors are found for the entered author name, the search will be based on all found authors. Work registration status: Search for works with registration status 1 = distributable, or 2 = provisional documentation available (not yet distributable). If no selection is made, the search will be carried out with both statuses. First documentation done: Selection of a period during which the work was documented in the database. Please note that the date of the first documentation must not necessarily be documented in the system and shall only be deemed as an indication. Agreements (not expired/expired since): If no selection is made, the search will always be carried out on the basis of work agreements that have already expired but also currently valid or will become valid in future. If you wish to specifically search for those work agreements that are valid at the moment or in future, you need to activate the check box not expired. If you wish to specifically search for already expired work agreements, you need to activate the check box expired since. The pre-filled standard default is the year This means that your search relates to all work agreements which have expired since 01/01/2011. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 8

9 Selection Sub-publisher You can search for agreements which you have registered as a general, optional or individual sub-agreement with a search query as a sub-publisher. The results shown per line within the list reflect all details relating to one agreement. In the case of a general or optional agreement, the entire sub-published repertoire is covered which falls under the respective agreement. Only in cases where your publisher has concluded an individual sub-publishing agreement for a specific work, the work code for this work will also be displayed. For the above reasons, certain search criteria for the sub-publisher cannot be used in the search query. These are: PWC CWR file number Author IPI name number Author name (contains) First documentation done In order to be able to request a list, one of the following search criteria must be filled in addition to the search description at least: Publisher IPI name number or Agreement number or Work code In such cases, the agreement number and the work code exclusively represent single search criteria which cannot be actively combined with other search criteria. In cases of a search based on the agreement number or the work code, the search will automatically include sub-accounts irrespective of the publisher participation attributes and irrespective of whether sub-agreements (catalogue agreements or individual sub-publishing agreements) have already expired or not. The search criterion Publisher IPI name number can be flexibly combined with other search criteria: incl. sub-account publisher participation and agreements - not expired/expired since For various search combinations, individual fields will be deactivated depending on the selection if a search excludes the combination with these individual fields. The following conditions shall apply for the individual search criteria: Search description: Is a mandatory field. The user must name his/her search query individually. Alphanumerical value with a max. length of 100 digits The search query descriptions must not repeat themselves. Publisher IPI name number: BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 9

10 Numerical value with a max. length of 11 digits which must belong to a participant number to which the logged-in user is entitled to. Based on the entered IPI name number, the system determines automatically any further IPI name numbers of the participant number and includes them in the search. with sub-accounts: based on the logged-in user resp. the Publisher IPI name number as a search criterion, all sub-accounts allocated within the publisher hierarchy will also be evaluated to which the logged-in user is entitled to. Agreement number Alphanumerical value with a length of 14 digits, starting with 35AGR + nine digits filled left with 0. Example: 35AGR Note: The agreement number can be found on each agreement declaration. Publishers participation: If no selection is made or if all check boxes are activated, the search will be based on all values. If you wish to select only specific values, you can select them individually. Agreements (not expired/expired since): If no selection is made, the search will always be carried out on the basis of sub-agreements (catalogue agreements or individual sub-publishing agreements) that have already expired but also currently valid or will become valid in future. If you wish to specifically search for those sub-agreements that are valid at the moment or in future, you need to activate the check box not expired. If you wish to specifically search for already expired sub-agreements, you need to activate the check box expired since. The pre-filled standard default is the year This means that your search relates to all sub-agreements which have expired since 01/01/ Launching the search query - valid when original publisher and sub-publisher are selected If all required search criteria have been filled in, you can launch the search query via the button request list. This list appears below the search mask in the table saved search queries. An ID number is automatically allocated as well. The allocated description, the date, the selected search criteria and the status of the search query are shown: As soon as a result of the search query is available, you receive an notification which is sent to the address registered for the user account. It contains the reference number that has been generated for the list and the number of lines in the list. Note: The lists are generated per main account number. As a consequence, the result of your search query may include several lists. The ID and description of the lists are identical. You can spot the difference on the basis of the participant number and the reference number. Whenever no works or agreements could be determined, we will also notify you. In such cases, the list status will be shown as LIST_EMPTY in the table with the saved search queries. In the table with the saved search queries, the list status changes to generated and the fields participant number, reference number and the number (of the lines contained in the list) are filled. The number may serve as a guidance and decision-making help for the selection of the edit mode (editing lists or dialogues). In order to look systematically for a saved search query, please use the search field in the column description. This search field includes a contains -search and you can enter the name of your list there. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 10

11 Depending on whether the list is for an original publisher or a sub-publisher, it can be selected under the tab original publisher or sub-publisher int he section editing a participant number (reference number) and can then be edited in the list mode or via the dialogue option Download functions in the tabs original publisher and sub-publisher The lists available for download are specially tailored for the logged-in user and its authorisations. What does this mean? Just like with the online service Repertoire Search (enhanced access), the main account numbers (identical term for the participants and/or member numbers) of the publishers are determined for which a user is entitled to view enhanced data. Among these are all GEMA publishers which are run by a GEMA publisher and for whom this relationship has been registered with GEMA. Note: The main account number is the participant and/or membership number to which distributions to a GEMA member are allocated. The structure of the mask and the list download functions for work lists (tab original publisher) and agreement lists (tab sub-publisher) follow the same principle. The description which follows relating to the work lists may also be applied to agreement lists. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 11

12 5.2.1 Downloading all work lists Works lists that you have newly created will NOT be made available any longer via this function. You will only find the old lists dating back to February 2017 here. You can only use the function download all work lists (one-click download) whenever you wish to download zip files of the lists which GEMA made available for you as of 31/01/2017. These lists reflect the documentation status end of January 2017 and will no longer be updated. Each work list is included in the zip file in csv format as well as xml format. The xml format is, however, no longer supported. Note: If you have created your own new list via the search query please follow the description in chapter Editing of a participation number (reference number) What s new is that we make available so-called amendment lists here, which reflect the processing status of the data you submitted up to 31/08/2017. These lists include the word amendment list (Aenderungsliste) in their file name and have the following structure: society work code work title creator ip_name_no creato creator assignee r name role ip_name_no assignee name main account ip_name_no main account valid valid name from until creatorassigneerelationship (before) creatorassigneerelationship (after) participation (before) participation (after) They are also identifiable on the basis of the creation date Editing of a participation number (reference number) With this function, you download the lists individually for processing purposes. Next to each main account number, the corresponding reference number will be shown. Note: The old lists (status January 2017) are also included. If the list is already being processed, or if it has already been successfully validated or completed, its status will also be shown. The download function is deactivated. Once you have selected the main account number, the section download of work lists for publisher participation opens up. Downloading individual lists for publisher participation BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 12

13 For already selected main account numbers, the work lists are now ready to export. Please select.all or.csv The xml format is, however, not supported. With the export button, the download of the work list for the previously chosen main account number begins. If the user is authorised for additional main account numbers, it will continue the process from the step Editing of a participant number (reference number). Note: The csv format is suitable for manually editing the data in Excel. (see Annex) Download forms for publisher participation The documents declaration of indemnification and confirmation declaration are available as templates for download as pdf files. In the upload process, the signed confirmation declarations or similar documents which act as evidence for the attributes in the work lists, must also be uploaded as scanned pdf files. This also applies if you already have submitted these documents once before with other work lists. It is important that the reference number of the work list file also appears in the file names of the scanned pdf documents. Note: The declaration of indemnification is now submitted within the application for old and new lists. It can no longer be uploaded as was the case in the previous version of the ECP Confirmation declaration for originally published repertoire In case that a confirmation declaration has been entered into with an author which covers more than one main account, such a confirmation declaration will have to be re-submitted when uploading each additional work list. The file name of the confirmation declaration will then have to be shown with the reference number of the additional work list. Examples 1. Main account 5240 file name of the work list EBV_OV_5240_IYBGRD.csv file name of the confirmation declaration of the (fictitious) author Author, Genius: EBV_OV_5240_IYBGRD_BV_Urheber.pdf BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 13

14 2. Main account 4711 file name of the work list: EBV_OV_4711_ABCDEF.csv file name of the confirmation declaration of the author EBV_OV_4711_ABCDEF_BV_Urheber.pdf Note: If several confirmation declarations belong to a work list, they may be merged into one pdf document. It is important that the following standards are observed for the file name: EBV_OV_<mainaccountnumber>_<referencenumber>_BV_<freetext>.pdf The field <freetext> may not contain any umlauts or special characters. Please save an index or another kind of sorting tool within the name allocation for this collective document. This saves us at GEMA a lot of time when it comes to further processing the list and you will receive your registration confirmation more quickly Downloading technical documents This area provides a zip file with the interface descriptions for the technical processing of csv files as well as the lookup tables of the value margins. 5.3 Structure of the work list tables from the search query (excerpt of the format description) There are a total of three columns (highlighted in orange here) which can be processed per line. Column Field name Name A assignee membership no Original publisher participation no B assignee ip_name_no Original publisher IP name no C assignee name Original publisher name D main account membership no Main account participant no E main account ip_name_no Main account IP name no F main account name Main account name G publisher work code Publisher work code H society work code Work no - work version no I work status Registration status JK initial load date Date of the initial registration in the database K valid from Agreement valid from L valid until Agreement valid until M work title Work title N creator role Author role BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 14

15 O creator membership no Author participation no P creator ip_name_no Author IP name no Q creator last name Author last name R creator first name Author first name S creator-assignee-relationship Author-publisher-relationship T participation Publisher-participation-ID U reference no Reference no V change_flag Change attributes in the following columns: S creator-assignee-relationship Author-publisher-relationship T participation Publisher-participation-ID Agreements between authors and publishers are entered The column author-publisher relationship may contain the value 0 (=no) or the value 1 (=yes). Author-publisher-relationship 0 No 1 Yes The pre-fill for both columns may contain the results from already processed information from the ECP. Should the column author-publisher relationship be pre-filled with value 1 (=yes), the column publisher participation ID (=identifier) will contain one of the values VBALL, VBNOK, VBNUT or VBUNB. Should the value 0 (=no) be entered, it will be pre-filled with the value VBUNB (=publisher participation unclear) Details on the meaning of the publisher participation attributes/identifiers can be found in the declaration of indemnification. Publisher-participation-ID VBALL Participation of the publisher in exploitation rights and statutory remuneration claims VBNOK No publisher participation VBNUT VBUNB Participation of the publisher in exploitation rights and not in statutory remuneration claims Publisher participation unclear Column change flag = change attributes (NOT contained in old lists) change_flag (change attributes) U change data record (only these will be processed further) The letter U must always be entered as a capital letter. The abbreviation U shall stand for update. Note: For all lines that you edit and finally submit to GEMA you must indicate value U in the respective line in column (change_flag). The value U (change_flag) shows GEMA that the data record must be taken into account for processing purposes. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 15

16 Should you leave the column change_flag empty, you indicate that the pre-filled values in the columns S and T are current in terms of the processing of the lists. These will not be taken into account when being processed. We also refer to the info graphics in the annex, chapter Structure of the agreement list tables (excerpt of the format description) There are a total of two columns (highlighted in orange here) which can be processed per line. Column Field name Name A assignee membership no Sub-publisher participation no B assignee ip_name_no Sub-publisher IP name no C assignee name Sub-publisher name D main account membership no Main account participant no E main account ip_name_no Main account IP name no F main account name Main account name G assignor role Assignor Role H assignor membership no Assignor Participation No. I assignor ip_name_no Sub-publisher IP name no J assignor name Assignor name K agreement no Agreement number L agreement type Agreement type M valid from Agreement valid from N valid until Agreement valid until O society work code GEMA work number P participation Publisher-participation-ID Q participation ip membership number GEMA Sub-publisher participation no R reference no Reference no S change_flag Change attributes In the column L, agreement type, either the value single song agreement (individual sub-publishing agreement) or catalogue agreement can be selected. Individual sub-publishing agreements will be shown together with the relevant GEMA work number (society work code) in column O. In the case of catalogue agreements, column O, GEMA work number, remains empty and there will be no distinction whether the agreements are general agreements or optional agreements. Note: The agreement list only ever the directly concluded agreements between the GEMA sub-publisher and the assigning publisher which is right above it hierarchically. All affiliations which end in this final agreement will not be shown. They will automatically be issued with the same attribute via the linking process. You can enter agreements between an international (foreign) original publisher and a GEMA sub-publisher in column P: participation Publisher-participation-ID Here, the value of the Publisher-Participation-ID shall be selected which reflects the entitlement of the sub-publisher. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 16

17 The pre-fill for this column may contain the results from already processed information from the ECP. This means that they contain one of the values VBALL, VBNOK, VBNUT or VBUNB. Column change flag = change attributes (NOT contained in old lists) change_flag (change attributes) U change data record (only these will be processed further) The letter U must always be entered as a capital letter. The abbreviation U shall stand for update. Note: For all lines that you edit and finally submit to GEMA you must indicate value U in the respective line in column (change_flag). The value U shows GEMA that the data record must be taken into account for processing purposes. Should you leave the column change_flag empty, you indicate that the pre-filled values in the columns S and T are current in terms of the processing of the lists. These will not be taken into account when being processed. We also refer to the info graphics in the annex, chapter Upload functions in the tabs original publisher and sub-publisher The structure of the mask and the list upload functions for work lists (tab original publisher) and agreement lists (tab sub-publisher) follow the same principle. The description which follows relating to the work lists may also be applied to agreement lists. Only exception: For agreement lists, no confirmation declarations are required. Within the processing section of a participant number (reference number), you select the work list which you wish to upload, choose list download and then click on save. Below the download section for all technical documents, the upload section will open up: BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 17

18 Via the button add file you can select the highlighted list as well as the documents that pertain to the confirmation declarations, step-by-step, and then upload them via the button start upload. We expect the list back in the same format in which you downloaded it i.e. in the csv format. The confirmation declarations must be uploaded in the pdf format. Via add file, you can create a link to your local computer and go into the directory where you had stored the highlighted list as well as the confirmation declarations. Please add all files individually and start the upload. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 18

19 The successfully uploaded files will be shown in the window Uploaded files with date and time. Once you have completed the upload of all necessary files, you finish the process with Finish. The window with the declaration of indemnification will open up, including the reference number from the list which it has adopted. Please scroll in this window right down to the I agree menu item tick the box I agree to agree and confirm with Yes. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 19

20 In the upload window, the following information shows The uploaded files continue to be visible. Delete and complete functions are deactivated. GEMA initially checks the files for technical and subsequently for content-related validity. We will inform you via e- mail whether the processing was successful, and, where applicable, which errors yet have to be remedied. Once the entries have been documented, we will dispatch a registration confirmation per work resp. an agreement confirmation for sub-published repertoire. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 20

21 5.6 Dialogue editing in the tabs original publisher and sub-publisher In the dialogue edit menu, the structure of the mask and the process of the work lists (tab original publisher) and for agreement lists (tab sub-publisher) also follow the same principle. You can apply the described steps in both areas. Here again, the following applies: For agreement lists, no confirmation declarations are required. Within the processing section of a participant number (reference number), you select the work list which you wish to edit via the dialogue, choose edit dialogue and then click on save. Via select author, all authors are shown for whom works are contained in the works list. Please highlight one, several or all authors. With adopt, the system loads their works. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 21

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23 It is possible that there are already pre=filled values from the processed files. If you wish to correct them, you change the relevant values and add a tick in the respective column change. Should the entry already be as you wish it to be, just keep everything as it is. The field for the tick remains empty. Note: All lines will be processed which have a tick in the change field. If you enter a value into the fields PWR and/or publisher participation, a tick will automatically be entered in the change field. Please delete the tick if you do not wish for the change to be adopted after all. We also refer to the info graphics in the annex, chapter 6.1. In the case of lines which have no entries yet but for which you do have the relevant documentation, please proceed as follows: With a click into the field PWR, you indicate the authors you represent with Yes and the field publisher participation will become active. In the drop down menu, the values of the publisher participation attributes are now available for selection: Publisher-participation-ID VBALL Participation of the publisher in exploitation rights and statutory remuneration claims VBNOK No publisher participation VBNUT VBUNB Participation of the publisher in exploitation rights and not in statutory remuneration claims Publisher participation unclear We recommend that you save the results of your work every 10 minutes via the save button, but at least before you log out in order to be able to continue with your identification work at a later point in time. As long as you have not completely finished the process, you can amend the values in the columns PWR, publisher participation and change at any time. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 23

24 In order to submit the changed list entries to GEMA, please save the list initially and scroll to the very bottom of the page: Upload of highlighted lists and completed forms to GEMA. In the dialogue edit field for original publisher, only files with a scan of the confirmation declaration will be uploaded. Finally, please click on complete and the declaration of indemnification will open up. In chapter 5.5 Upload functions in the tabs original publisher and sub-publisher, you can find descriptions of individual steps for how to upload the confirmation declarations as well as how to submit the declaration of indemnification. Deviations in editing the dialogue within the sub-publisher tab In the list, there are two fields for your entries: Publisher participation and change. You have completed editing the list and wish to transmit it to GEMA. Since no additional documents must be uploaded as PDF files, you can click on complete and the declaration of indemnification will open up. BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 24

25 6. Annex 6.1 Info graphics for the change_flag resp. change attributes for new lists BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 25

26 6.2 Work lists and agreement lists in csv format The csv format (csv = comma separated values) can be converted for offline editing into Excel, Numbers or another spreadsheet program. Once you have edited the list, it is imperative that you upload the list in csv format again. The file name may not be changed. The file name has a fixed structure, consisting of: EBV_OV_Mainaccountnumber_referencenumber.csv Example: EBV_OV_5240_WY6PIN.csv or EBV_SV_Mainaccountnumber_Referencenumber.csv Example: EBV_SV_5240_YE2012.csv The file can be opened with Excel or Numbers. Should your program show all data in one column, please highlight this column, select the function text in columns in your program, follow the text conversion assistant and select the semicolon as the only delimiter. Example of a text converter assistant - Selection of the semicolon as the delimiter When converting the file back into the csv format, please select the file type CSV (comma separated values, separated by delimiters). BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 26

27 6.3 Structure of the old work list tables (excerpt of the format description) Column headers for files of original publishers Column Field name Name A assignee membership no Original publisher participation no B assignee ip_name_no Original publisher IP name no C assignee name Original publisher name D society work code Work no - Work version no E valid from Agreement valid from F valid until Agreement valid until G work title Work title H creator role Author role I creator membership no Author participation no J creator ip_name_no Author IP-Name-No K creator last name Author last name L creator first name Author first name M creator-assignee-relationship Author-publisher-relationship N participation Publisher-participation-ID O reference no Reference no P creation_type Type of creation Q creation_date Date the list was edited R creation_time Time the list was edited Agreements between authors and publishers are entered in the following columns: creator-assignee-relationship participation Author-publisher-relationship Publisher-participation-ID The column Author-Publisher-Relationship is pre-filled with the value 0 (=No). If the publisher has a contractual relationship with this author, he changes the value to 1 (=Yes) If the publisher has no contractual relationship with this author, the value remains at to 0 (=No) Author-publisher-relationship 0 No 1 Yes The column Publisher-participation-ID (=identifier) is pre-filled with the value VBUNB (=publisher participation unclear). BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 27

28 6.4 Structure of the old agreement list tables (excerpt of the format description) Column headers for files of sub-publishers Column Field name Name A assignee membership no Sub-publisher participation no B assignee ip_name_no Sub-publisher IP name no C assignee name Sub-publisher name D assignor role Assignor Role E assignor membership no Assignor Participation No. F assignor ip_name_no Sub-publisher IP name no G assignor name Assignor name H agreement no Agreement number I agreement type Agreement type J valid from Agreement valid from K valid until Agreement valid until L society work code GEMA work number M participation Publisher-participation-ID N GEMA Sub-publisher participation participation ip membership number no O reference no Reference no P creation_type Type of creation Q creation_date Date the list was edited R creation_time Time the list was edited In the column agreement type, either the value single song agreement (individual sub-publishing agreement) or catalogue agreement can be selected. Individual sub-publishing agreements will be shown together with the relevant GEMA work number (society work code). In the case of catalogue agreements, the GEMA work number column remains empty and there will be no distinction whether the agreements are general agreements or optional agreements. Agreements between an international (foreign) original publisher and a GEMA sub-publisher shall be entered in the following column: participation Publisher-participation-ID The column Publisher-participation-ID (=identifier) is pre-filled with the value VBUNB (=publisher participation unclear). (Version as at: 04/10/2017) BECAUSE WE VALUE MUSIC ECP guidance notes Version October 2017 Page 28