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2019 Golden Crown Literary Awards
Judging Process, Rules and Regulations
While every judging process has elements of subjectivity, the process used by the GCLS Literary Awards has been reviewed and revised annually for the past 12 years and has progressed to a process that greatly reduces the prospect of favoritism, influence or other undesirable effects. We continue to strive to improve this process annually.
PART I: JUDGE QUALIFICATION AND SELECTION
Judges may be authors, editors, readers, librarians, booksellers, and/or other members of the literary community considered eligible by the Awards Administrators.
Publishers, fulltime employees of a publisher (this does not include IRS 1099 contracted workers), and/or members of the Golden Crown Literary Society Board of Directors are not eligible to serve as judges.
A potential judge does not have to be a member of GCLS in order to serve.
In order to qualify as a judge for the GCLS Literary Awards, a potential judge must attend two live instructional webinars, provided by the GCLS, that include direction / instruction on the judging process, judging ethics, expectations, how to use the judging forms to their fullest, and related topics. Attendance is tracked .
Judges must be well read in the genre as well as be knowledgeable about writing structure, storyline, plot, and other critical aspects that make a book successful. These and other aspects of good writing will be discussed during judges’ training.
A judge shall only judge in categories for which s/he is not nominated.
A judge shall only judge in categories in which books by a partner or family members are not nominated.
A person may be a judge for a maximum of five consecutive years. After five consecutive years, that judge cannot serve for at least one awards cycle.
A judge shall recognize that s/he may know some or all of the authors in the awards categories but will assure that all aspects of judging will be fair and impartial. Simply “knowing” an author does not necessitate a conflict of interest. If unsure or clarification is needed, a judge must consult with the Awards Administrators immediately for determination of conflict or not.
A judge shall recuse herself/himself from her/his role as judge in a category if s/he feels s/he is unable to judge fairly and equitably due to familiarity with the author, editor or publisher.
A judge shall agree to adhere to the rules and guidelines of the judging process set forth here.
A judge shall agree to adhere to the timeline established by the GCLS Board of Directors. This includes electronic submission of scoring sheets for ALL books in the category/categories to which the judge is assigned.
A judge shall agree to read and score ALL books in the category/categories for which s/he is assigned, recognizing that some categories receive many more nominations than others; therefore, requiring a larger commitment of time.
A judge who informs anyone that they are a judge for the GCLS Literary Awards during the Awards cycle in which they are a judge will be immediately disqualified.
All judges commit to being impartial in their judging, providing an assessment of each and every book, based on its own merit, and not on the merits of previous works, knowledge of the author, hearsay, or other potentially influencing circumstances.
Judges must complete the Judges' Agreement prior to the Awards Administrators sending out books for judging. This form is available online for review at http://goldencrown.org under Awards. The Awards Administrators reserve the right to replace any judge who has not submitted the Agreement prior to September 30, 2018.
A judge shall not request to withdraw from the judging process after the process has begun, except in an emergency situation that has been discussed with the Awards Administrators, or if an unexpected conflict of interest occurs. It is imperative that the judging process is ethical and performed within the prescribed timeline.
If a judge requests to withdraw or has been asked to withdraw from the judging process after the process has begun, s/he agrees to return any physical and/or eBooks that have been provided. The GCLS reserves the right to invoice the former judge for costs associated with purchasing and/or delivering the required book(s) to a reserve judge to continue the judging process.
The decisions of the judges and awards administrators shall be final and no correspondence will be entered into by the judges, the awards administrators, or any other group representing the GCLS, concerning the judging process or final outcomes.
Judges who have served three consecutive years and have completed all their assignments in each year will be eligible to receive one free year of membership for the GCLS.
The judges will agree not to sell any copies of paper books or eBooks received for judging.
PART II: THE JUDGING PROCESS
The Awards Administrators shall administer the judging process under complete confidentiality.
Three (3) to five (5) individual judges will be assigned to judge each category.
Judging duties in categories with large numbers of books will not be split.
The Awards Administrators may, at their discretion, move a book into a more appropriate category. If the book cannot be placed in a suitable category, the administrative fee will be refunded and the books returned.
A judge will inform the Awards Administrators immediately if s/he believes an entry does not fit in the assigned category and should be moved elsewhere. If the entry remains in the category, s/he will judge the entry without prejudice, even it s/he disagrees with the decision.
As soon as a judge has successfully completed the two training courses, s/he will be eligible to start receiving books already nominated in their category, and may begin judging, using the online judging form for her/his category.
When applicable, books will begin to be shipped to a judge, once the judge has completed the required courses and books have been nominated and received for her/his category. The last books will be shipped no later than January 31, 2019.
eBooks will be available to a judge immediately following the completion of the required courses and the books have been nominated for her/his category.
Judging forms must be completed for all books in a category no later than 11:59pm on April 15, 2019 – Pacific Standard time, at which time the forms will automatically shut down.
Judging forms will be compiled and reports produced via the online survey system and then inspected for accuracy by the Awards Administrators. Final results are then verified by one or more members of an independent review committee.
Scoring Rules and Regulations:
Judges shall follow the guidelines set forth below.
Judges shall receive one clean copy of each book or one eBook file in their assigned category, and instructions on how to access the online form to score their assigned category.
The online scoring form is comprised of definitions, judging guidelines and evaluation items specific to a given category, as well as common items asked across two or more related categories. Most evaluation items are written as statements, and judges are asked how much they agree or disagree with each statement on a 1 (totally disagree) to 10 (totally agree) point scale. The resulting numerical scores from each judge are averaged to determine finalists and winners in the category.
Judges also are asked to answer two open-ended questions, one at the beginning of the form and one at the end. Judges are required to provide comments that are explanatory and constructive
Each book must be scored using the correct judging form for the category for which it is nominated and according to the judging guidelines contained therein. Each judge MUST complete the online scoring form for each book being judged by April 15, 2019. NO LATER.
The score for an individual judging of a book is tallied by the online form and then inspected for accuracy by the Awards Administrators. Final results are then verified by one or more members of an independent review committee.
PART III: RULES AND REGULATIONS TO DETERMINE WINNERS
Determining the Finalists and Winners:
Multiple books by authors and/or co-authors may be submitted for judging in a single category.
- The number of finalists and winners in each category will be determined using the following formula:
- At least six entries are required in a judged category for a GOLDIE to be awarded
25% of total eligible nominations within a category will be finalists
10% of total eligible nominations within a category will be winners
Only one book by the same author(s) may proceed as a finalist in that category
If two or more books authored by the same author(s) are ranked as finalists in the same category, immediately following the tally of judges’ scores, the highest-ranking book by this author shall be retained and the other books in that category by this same author will be eliminated from the competition
FINALISTS: In the event that there is a tie for the last ranked finalist position, there shall be more finalists than the calculated 25% for that category.
WINNERS: In the event that in a category where there is a tie for the last ranked winner position, a reserve judge will read and evaluate the two books in question. The reserve judge’s scores will be added to the totals of the original judges’ scores for each book and the scores will be re-calculated to determine the winner.
PART IV: RULES & REGULATIONS GOVERNING THE ANN BANNON POPULAR CHOICE AWARD & TEE CORINNE AWARD FOR OUTSTANDING COVER DESIGN
Golden Crown Literary Society Members, and not Judges, vote to determine the finalists and ultimately the winner of the Ann Bannon Popular Choice Category and Tee Corinne Award for Outstanding Cover Design.
Voting eligibility requires active membership in the Golden Crown Literary Society on the day Round One voting opens.
A $15.00 fee per book is required to nominate in these categories; however, submission of books is not required for these categories.
All nominations will be compiled and the Membership will execute a Round 1 vote online to narrow the field to a short list of eight (8) Finalists.
The membership will then vote a second time to determine a winner from the list of eight Finalists.
In the event of a two-way tie, two awards will be given to the top two books.
In the event of a three-way tie, a third round of member voting will be held.
Scores will be tallied by the Awards Administrators and then checked and verified by one or more members of an independent review committee.
The winner of the vote will be announced at the Awards Ceremony at the Annual Conference.
PART V: FINALITY OF DECISIONS
The decision of the Golden Crown Literary Society as to eligibility of any book shall be final, and no correspondence shall be entered into in relation to eligibility, selection of winners or any other aspect of the judging or awards process.
The scoring of the judges, who will remain anonymous until after the awards are announced, and any decisions by the awards administrators shall be final, and no correspondence will be entered into or responded to concerning the actual judging or the judging process at any time.
Questions about any aspect of the judging process, rules & regulations may be directed to the Awards Administrator at email@example.com