The Rules of the ©Poland Translation Programme have been laid down by the Polish Book Institute in order to promote Polish literature and its legacy abroad, through supporting publications by foreign and Polish publishers as well as disseminating works of Polish literature outside of Poland in translations into other languages, in the form of financial participation in the publishing costs. These Rules shall be subject to approval by the Minister of Culture and National Heritage of the Republic of Poland. The instructions applicable to the evaluation of proposal applications for a given year constitute an annex hereto and shall be subject to annual approval by the Minister of Culture and National Heritage of the Republic of Poland.
1. The financial participation of the Book Institute in the publishing costs shall cover the following types of literary works:
1) fiction - prose, poetry and drama;
2) works of the broadly understood old and contemporary humanities (with particular focus on books devoted to Poland’s culture and literature);
3) non-fiction (literary reportage, biographies, memoirs and essays);
4) historical works (essays and general-interest works, excluding ones typically specialist and/or scientific in nature);
5) literature for children and young readers;
6) comic books.
2. The financial participation of the Book Institute shall be used to fund the following publishing costs:
1) up to 100% of the costs of translation of the work from Polish into another language;
2) up to 100% of the costs of purchase of copyright licenses;
3) up to 50% of the costs of printing of the work – exclusively in the case of illustrated books for children and comic books,
3. In particularly justified cases, works may be translated from another language.
4. The financial participation of the Book Institute in the publishing costs shall not entail its participation in revenues from the dissemination of the work by the publisher.
5. The decision concerning the financial participation of the Book Institute shall be taken in the procedure of a competition of proposal applications,
6. The proposal application competition shall be open to foreign and Polish publishers capable of, and experienced in, publishing and disseminating books in the language area to which the application pertains, intending to publish works of Polish literature translated into other languages and disseminate them in the printed and/or e-book and/or audio-book form outside of Polish territory.
7. Each year, interested publishers may submit their proposals by 31 March. The results of the proposal application competition shall be known not later than on 31 August of the same year,
8. Should the funds available not be fully allocated in a given proposal application competition, it may be possible to announce further competitions.
9. The proposal applications shall be submitted electronically by means of a form made available on the website www.instytutksiazki.pl.
10. The proposal application form shall be accompanied by:
1) a copy of the concluded copyright license agreement or a written consent of the copyright owner to the use of his/her work including the agreed remuneration;
2) a copy of the agreement concluded with the translator or a copy of a pre-agreement including the agreed remuneration;
3) the publisher’s most recent publishing programme and profile;
4) a list of the translator’s body of work;
5) a dissemination plan for the work to be published.
11. Upon the Book Institute’s request, the publisher shall be obliged to present an excerpt of the translation of the work.
12. Complete proposal applications shall be subject to substance-related and strategic evaluation.
13. The substance-related evaluation shall be performed by two Expert Teams:
1) one appointed to evaluate items described in paragraph 1, subparagraphs 1 – 4, and the other to evaluate items described in paragraph 1, subparagraphs 5 - 6;
2) The Expert Teams shall be appointed by the Director the Book Institute for a term of three years and shall comprise from three to five persons, once their composition has been approved by the Minister of Culture and National Heritage;
3) The task of the Expert Teams shall be to perform the substance-related evaluation of the proposal applications using the following criteria:
a) the author’s importance,
b) the importance of the literary work,
c) the translator’s body of work.
14. The substance-related evaluation shall be performed in writing and comprise a commentary and point scores.
15. In the case of proposals with reference to which a conflict of interest might arise, the expert involve shall renounce the evaluation task, duly notifying the Director of the Book Institute of the fact. The experts shall receive remuneration for their work as specified by the Director of the Book Institute.
16. The strategic evaluation shall be performed by three employees of the Book Institute appointed by the Director, using the following criteria:
a) the importance of the language area,
b) the priorities of the Book Institute’s foreign outreach programme,
c) the proposing applicant’s body of work and organisational capacity.
17. The strategic evaluation shall be performed in writing.
18. For each calendar year, the instructions applicable to the evaluation of proposal applications shall be established in agreement with the Ministry of Culture and National Heritage.
19. Based on the substance-related and strategic evaluation, the Director of the Book Institute shall specify the amount-based financial participation of the Book Institute in the publishing costs.
20. The final decision regarding the signing of a contract with the publisher shall be taken by the Director of the Book Institute. Should that decision not follow the opinion issued by the Expert Team, the Director of the Book Institute shall be obliged to present a written justification.
21. The publishers shall be notified of decision of the Director of the Book Institute by an email sent to the address given in the proposal application form. The competition results shall be published on the website of the Book Institute.
22. Once the proposal application has been positively evaluated, the Book Institute shall conclude a contract with the publisher for the publication and dissemination of the work.
23. The work should be published and settled by the publisher not later than 30 November of the year following the proposal application submission deadline. The deadline for work publication and settlement shall not be subject to prolongation; consequently, should the publisher fail to meet the deadline, all the commitments of the Book Institute towards the publisher shall expire pursuant to this provision.
24. The work settlement shall be understood as the effective provision, by the publisher to the Institute, of:
1) ten copies of the published work featuring the logotype of the Book Institute and a note that
the book has been published with the Book Institute’s support – detailed instructions in that regard shall be included in the contract;
2) an invoice issued by the publisher for the Book Institute for the publishing service performed, showing a gross amount, i.e. including all due taxes, in the currency and amount specified in the contract;
3) a written notification on the number of copies of the published work and the method of its dissemination.
25. Once the Book Institute has confirmed the performance of the contract concluded as well as the accuracy of the settlement furnished, the financial participation of the Book Institute in the publishing costs set in the contract shall be transferred in the currency specified therein onto the publisher’s bank account indicated in the invoice.
26. The Book Institute’s financial participation referred to in paragraph 25 shall be transferred to the publisher not earlier than 2 January and not later than 31 December of the year following the proposal application submission deadline.
27. The publisher shall be obliged, within up to 90 days from the crediting of its bank account with the Book Institute’s financial contribution, to ensure the effective service of the declarations signed by the translator and the copyright owner to confirm the settlement of the remuneration amounts set in the contracts concluded with them by the publisher.
28. Should the Book Institute participate in the costs of the printing of the work, the publisher shall be obliged to append to the declarations referred to in paragraph 27 the confirmation of the payment for the printing of the declared number of copies of the work.
29. Should the publisher fail to provide the declaration referred to in paragraph 27 and the confirmation referred to in paragraph 28, it shall lose the right to apply for the financial contribution of the Book Institute in the publication of works as part of the ©Poland Translation Programme for a period of five successive calendar years.
30. Twelve months after the publication of the work, the Book Institute may request from the publisher to be provided with a report concerning the performance of the publication, including copies of relevant source documents, in particular information on the promotional activities performed and the sales volumes.
31. As the new Rules of the ©Poland Translation Programme have been laid down, the existing Rules shall be repealed once the new Rules have been approved by the Minister of Culture and National Heritage of the Republic of Poland. The proposal applications submitted for the ©Poland Translation Programme prior to that date shall be examined pursuant to the provisions of these Rules.
32. Once approved by the Minister of Culture and National Heritage of the Republic of Poland, the Rules the ©Poland Translation Programme and the instructions for proposal application evaluation shall be published on the website of the Book Institute.