Delegation

Delegation allows an Investment Fund’s Portal Administrator to add their Legal Advisor and/or Filing Representative as a Portal delegate (‘delegate’) and permission that delegate to act on the fund’s behalf (including some or all of their sub-funds) for specific tasks, including the submission of request changes and communicating with the Central Bank via Portal messaging.

Important

• An Investment Fund can add multiple delegates to their institution Portal profile. The list of available institutions for delegation is based on information that you have already provided to the Central Bank. For more information, please refer to I can't find the right institution in my delegate list. Why?
• A delegate represents an institution; the permissions that the Investment Fund grants to their delegate applies to all of the delegate’s Portal users that have permission to perform delegated actions. This permission is managed by the delegate themselves. The Investment Fund cannot manage the permissions of a delegate’s individual Portal users. 
• Delegation is currently only available to Investment Funds.

See also: What is a Filing Representative?

Firstly, you need to have the correct permissions to manage delegates for your institution. Go to My Institution Profile > My Permissions and check the ‘Manage Delegates’ resource under Portal Administration is selected. If it is not, contact your Portal Administrator who will be able to update your permissions.

To add a Portal delegate:

1. Navigate to Portal Administration > Manage Delegates.
2. Click the blue ‘Add New Delegate’ button.
3. A table will display the available delegates for your Investment Fund. See screenshot below. This list is based on information that your fund has previously provided to the Central Bank. For more information, see I can’t find the right institution in my delegate list. Why?
4. Select the institution you wish to act as a delegate – the selected row will be highlighted blue. Click ‘Next’.
5. A 'Set Delegation Start Date' page will open and default to the current date. Set the start date for the Delegate.
6. A dialogue box will display asking you to confirm your selection. Click ‘Continue’ to proceed.
7. Success! You will be returned to the Manage Delegates screen and your newly added delegate will appear in the table. The start date of the delegation will be today’s date.

The table is based on institution connection data that the Central Bank holds for your Investment Fund and displays the Institution Name, the role that they perform for your Investment Fund, their Institution Number (an unique Central Bank issued ID), and the start date of the institution holding this role for your Investment Fund. Except for the Institution Number, this information is provided to the Central Bank by the Investment Fund.

1. Navigate to Portal Administration > Manage Delegates.
2. A table displays your fund’s list of delegates.
3. Find the delegate you want to give access. Select the adjacent Actions > Manage Fund Links.



4. On the Manage Fund Links screen, the delegate institution is displayed at the top; below that is a table showing the fund and, if applicable, its sub-funds with adjacent checkboxes. Select the checkbox beside the fund and/or sub-funds to give the delegate access. Tip: There is a ‘select all’ feature – simply select the checkbox in the grey row. Click ‘Save’.



5. A dialogue box will display asking you to confirm your action. Select ‘Continue’ to proceed.
6. On success, you will be returned to the Manage Delegates screen. The delegate now has access to the fund and/or sub-funds you selected. These will now appear in the delegate’s institution context selector.

See also: How do I add a delegate for my Investment Fund?, How do I manage a delegate's permissions to my Investment Fund’s profile?

1. Navigate to Portal Administration > Manage Delegates.
2. Find the delegate of interest, select the adjacent Actions > Manage Permissions.
3. The Manage Delegate Permissions screen displays all the resources that you can permission for a delegate. See below for definitions of the permissions. 
4. Select the permission(s) that you want to apply to the delegate. Note: Where applicable, these permissions apply across all the fund and sub-funds to which you have given the delegate access as part of the Manage Fund Links
5. Click ‘Save’ at the end of the screen. 
6. On success, you will be returned to the Manage Delegates screen. 

Tip: The delegate may need to log out and log back in for all permission changes to be applied.

Resources and permissions: 

• Institutions Details (Resource)
  - View (Permission): Allows the delegate to view the fund’s Institution Details, and all the data that is displayed on those screens.

• Messages Individual User
  - Create: Allows the delegate to create new Portal messages on behalf of the Investment Fund.
  - View: Allows the delegate to view Portal messages where they are in the recipient list
  - All: Selects both the Create and View options.

• Request Changes

  - View: Allows the delegate to view submitted Request Changes for the Investment Fund.
  - Add: Allows the delegate to create new Request Changes for the Investment Fund. 
  - All: Selects both View and Add options.

• Delegated ONR Returns

- Delegated: Allows the delegate to submit returns for the Investment Fund

You will get an error message if you are trying to add a delegate that has already been added. This can happen if you have end-dated a delegate and, on the same day, try to re-add the same delegate, as you are not permitted to add the same delegate with an overlapping dates start and end dates. If you ended the delegation in error, you will need to wait until the next day to add them again.

When you navigate to the Add New Delegate screen (see How do I add a delegate for my Investment Fund?), the list of potential delegates is based on institution connection data the Central Bank holds for your Investment Fund. (You can view your Investment Fund’s connections under Institution Details > Connections). Delegates are either:

1. Institutions that perform roles for your Investment Fund which are notified to the Central Bank as part of existing requirements. These roles include Legal Advisor, Investment Manager, Fund Service Provider, etc. OR
2. Institutions that carry out tasks, e.g. the filing of Country Supplements, on behalf of your Investment Fund but which do not hold a notifiable role (as in point 1). We refer to these institutions as Filing Representatives.

All delegates need to be notified to the Central Bank so that we can set them up on the Portal. If you do not see an institution that you want to want to add as a delegate: 

• If they fall into category 1, i.e. hold a specific role for your Investment Fund, please follow the existing process for updating this data.
• If they are a Filing Representative, please refer to How do I register as a Filing Representative for an Investment Fund? (ID: 302).

1. Navigate to Portal Administration > Manage Delegates. 
2. Find the delegate you wish to remove and click the adjacent Actions > Remove Delegation. 
3. You will be prompted to enter an End Date. This date can be a date in the past or future.
4. A dialogue box will display asking you to confirm the action. Select ‘Continue’ to proceed.
5. On success, you will be returned to the Manage Delegates screen. The delegate still appears in the table, but the End Date is now populated with the relevant date and the Actions menu no longer displays. If you entered a past end-date, the status will show as and the delegate will no longer have access to your fund’s Portal profile. If you added a future end-date, the delegate will continue to have access until the date passes. You will also be able to edit the end-date up until the date passes. 

Important: Ending the delegation on the Portal has no impact on the underlying connection data that the Central Bank stores. For example, if you add your Legal Advisor as a delegate and subsequently end the delegation, the firm is still listed as your Legal Advisor. The only impact is that your Legal Advisor can no longer act as a delegate on the Portal.

1. Navigate to Portal Administration > Manage Users.
2. Find the Portal user, select the adjacent Actions > Manage Permissions.
3. Scroll down the Manage Permissions screen to the Portal Administration section and select the Manage Delegates checkbox.
4. Click ‘Save'.
5. On success, you will be returned to the Manage Users screen.

Note: Even if you are a Portal Administrator, you will need to assign yourself this permission so that you can manage (add/remove) delegates for your Investment Fund.

Filing Representatives are institutions that currently carry out some tasks, e.g. the filing of Country Supplements, the filing of KIIDs, the requests for Attestations, etc. on behalf of an Investment Fund, but are not the Legal Adviser on record with the Central Bank for the fund.

See the full list of available tasks, or ‘Request Changes’ on the Central Bank website.

The Investment Fund only needs to notify the Central Bank of the Filing Representative if they intend on adding the Filing Representative as (one of) their delegate(s) on the Portal.   The Investment Fund needs to send an email to [email protected] and include the following details: 

• Filing Representative firm name;
• Filing Representative contact name;
• Filing Representative contact email address; and
• Investment Fund(s) for which the Filing Representative will act as a delegate.

The institution context selector at the top of every screen on the Portal is used to navigate between institutions, including the Investment Fund(s) for which you may act as a delegate. Simply select the blue down arrow and a dropdown list of all the institutions to which you have access will be displayed.

A ‘Delegate’ label will appear next to any institution to which your institution has been added as a delegate where: 

1. You have Delegated Actions > Perform permission under your institution (the delegate).
2. The Investment Fund has given your institution delegate action to its fund and/or sub-funds.

The specific actions that you can perform as a delegate for an Investment Fund depends on the permissions they assign to your delegate institution. See How do I manage a delegate's permissions to my Investment Fund’s Portal profile?

To enable your institution’s Portal users to perform the actions that the Investment Fund has assigned: 

1. Ensure your institution is displayed in the institution context selector. 
2. Navigate to Portal Administration > Manage Users. Note: If you do not see this menu option, you will need to contact your institution’s Portal Administrator for access. 
3. Find the Portal user and click the adjacent Actions > Manage Permissions. 
4. Scroll down the Manage Permissions screen to the Delegate section and select the Delegated Actions checkbox (Perform).
   Note: The Delegate section only displays when an Investment Fund has added you as a delegate on the Portal. 
5. Click ‘Save’.
6. On success, you will be returned to the Manage Users screen. 

This permission gives the Portal user the ability to complete delegated actions for all Investment Funds that have delegated to your institution.

To perform any action on behalf of the Investment Fund for which you are a delegate, you need to first select the Investment Fund in the institution context selector. It will have the DELEGATE label displayed to the right side of the Institution Name.

Then you simply follow the same instructions as if you were a direct Portal user of the fund – see How do I submit a Return (ID:308) or How do I submit a Request Change? (ID: 11)