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Science Fiction and Fantasy Association of New Zealand |
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JULIUS VOGEL AWARDS (Proposed new rules)
ANALYSIS
1
Preamble
2
Interpretation
3
Categories of Awards
4
Categories with a single nomination that is not able to be
redistributed
5
Nomination Process
6
Final Ballot
7
Ballot Papers
8
Voting for the Awards
9
Display of nominated works
10
The Trophy
11
Variations to these Rules
12
Interpretation of these Rules
Schedule
Categories of Award
Available for Nomination
Definition
of Categories
JULIUS VOGEL AWARDS – RULES AND CRITERIA
1)
Preamble
The national science fiction and fantasy awards awarded by The Science Fiction and Fantasy Association of New Zealand (SFFANZ) shall be called “The Sir Julius Vogel Awards” (Awards). The Awards shall be given annually to recognise excellence in science fiction and fantasy by New Zealanders and New Zealand residents.
Awards may be given for original works published in
the calendar year preceding the national convention. Awards may also be given for services in promoting science
fiction or fantasy.
SFFANZ is
responsible for overseeing and running the awards.
2)
Interpretation
For purposes of
clarification the following definitions apply:
Deadlocked
vote is
where two or more nominees have the same number of votes before the next
iteration of the allocation of preferences.
New Zealand
citizen is
as defined by the New Zealand government
New Zealand
content is
for a project undertaken by a group of people, the majority of the
technical work and creativity must have been accomplished by New Zealand
citizens and/or residents.
Original work
is the first release or publication, but for anthologies (or collections)
the first collective release together under the one title of at least
fifty percent of the individual works is deemed the first publication.
Published
is published or released anywhere in the world in an edition dated in the
calendar year immediately preceding the year the award is held
Resident
is someone who is entitled to live, study or work in New Zealand and who
habitually resides in New Zealand, where habitually resides is treated as
having lived in New Zealand for at least nine months of the calendar year
for which that person or that person’s work has been nominated.
Tied vote
is where two or more nominees have the same number of votes after the
allocation of preferences.
3) Categories of Awards
The categories
of the Awards for nomination and the descriptions of those categories that
may from time to time be awarded are listed in the schedule.
After nominations are closed SFFANZ may decide
the categories to be awarded by redistributing nominations.
Such redistribution is to take into account the number of nominees
for any category and whether the nominees in a category are of similar
enough nature.
4)
Categories with a single nomination that is
not able to be redistributed
Any category,
with the exceptions of Best New Talent, Services to Fandom and Services to
Science Fiction, that has a single nomination shall include on the ballot
the option to carry forward the nomination to the following year.
Where a nomination has already been carried forward for a year and
is not able to be redistributed to another category, then that category
shall be included in the final ballot.
5)
Nomination
Process
a) Eligibility for nomination – anyone may be nominated, subject to eligibility, but nominees may not be involved with counting the votes.
b) Eligible nominators – the nominator may be anyone who is a natural person or body corporate.
c)
Nominations –
nominations may be submitted from January 1st in the year of
voting for the awards or up to 4 months before the national convention,
whichever is the earlier, with the nomination period closing one month
before the national convention.
In any year when there is no national convention nominations shall
open on 1 January and close at 8p.m. on 31 March.
d)
Nomination limits – the
nominator may nominate any number of works in any category. However, the
nominator may nominate any given work only once in a category. All
nominations must include the name and contact details of the nominator.
Where a nominated work does not meet the criteria for its nominated
category, SFFANZ may move the nomination to the appropriate category; or
where a work does not meet any criteria, refuse the nomination.
e)
Contact details - the nominator must include contact details for
any nominees.
f) Nominee to be contacted – nominees will be contacted and invited to accept the nomination. If a nominee declines nomination, the nomination will be withdrawn from contention.
6)
Final Ballot
a) Number of finalists – up to five nominees with the most nominations shall appear on the final ballot. In the event of a tie for fifth place, up to seven finalists may appear on the final ballot. In the event of a four-way tie (or more) for fifth place, only the top four finalists shall appear on the ballot.
In the event of an extreme number of ties, the SFFANZ will determine a method to bring the number of nominations down to seven or less.
b) Order of finalists – the finalists shall appear in random order.
c)
No Award – the option of “No Award” shall appear last on the ballot
for all categories.
d) Carrying forward of nominations – the SFFANZ may chose to include the option of “Carry forward” of nominations for any category in the ballot. Where that option is chosen it shall appear immediately above “No Award”.
7)
Ballot Papers
a)
SFFANZ will distribute ballot papers after deciding the categories
to be awarded for that year.
b)
The ballot paper may be in multiple parts to allow voting by
categories.
8)
Voting for the Awards
a) Eligibility of Voters – any member of SFFANZ and any member of the National Science Fiction convention for the voting year, are eligible to vote.
b) Allowance shall be made for people who cannot physically attend the convention or annual general by supplying voting papers to them by mail, or other means deemed suitable.
c) Preferential Voting – voting in each category shall take place according to a preferential system.
The preferential voting system will require voters to rank the nominees in order of preference, with 1 indicating a first preference, 2 a second preference, and so on. “No Award” and “Carry forward” are treated as nominees for the purposes of voting.
d)
Tied winners – in the event of a tie for winner in any category, all
tied works will be deemed to have won the award.
In the event of a tie for winner between a nomination in any
category and the option of “no award” or carrying the nominations
forward the nomination shall be declared the winner.
In the event of a tie between “no award” and carrying the
nominations forward in any category “no award” shall be the winner.
During the counting of ballots, SFFANZ has discretion to mediate deadlocks in the count of votes, should they occur. This means that if in intermediate stages of the counting process there is a tie, the counters and SFFANZ may decide an appropriate way to break the deadlock. This does NOT apply to the final result.
e) Anonymous voting – the ballot for the Awards shall be secret with no disclosure of the voting intentions of individual voters. However, SFFANZ may require voters to identify themselves on the ballot papers for the purposes of identifying the bona fides of the vote to be cast.
9)
Display of nominated works
The nominees will be asked for display copies of the nominated work. These works will be displayed as widely as is reasonably possible before voting takes place. Display areas will include a website and display of items at the national convention. Duplicates of the nominated items will be requested so as to be able to have more than one display of the items.
10)
The Trophy
a) Finalist certificates – all finalists shall receive a certificate honouring their achievement.
b) The Trophy – Sir Julius Vogel Award winners shall receive a trophy that is consistent from year to year.
11)
Variations to these Rules
SFFANZ reserves
the right to temporarily modify the awards rules for any given national
convention or annual general meeting should circumstances require it.
These modifications and reasons for them will be explained fully as soon
as possible. Permanent modifications to the rules will only be carried out
by a vote of SFFANZ members.
12) Interpretation of these Rules
In the event of a dispute as to the interpretation of these rules the Committee of SFFANZ shall be the sole interpreter.
SCHEDULE
Categories of Award Available for Nomination
Not all of the following categories may be considered
appropriate for any particular year. If it becomes appropriate, then they
could be used. SFFANZ will also accept suggestions for nomination
categories if voters believe there would be enough nominees for the
position. The categories below are not meant to stifle options. If a
category can be usefully split, it will be considered. Initially, SFFANZ
expects the categories to be compressed.
1) Professional Categories
Best Novel
Best Novella or Novelette
Best Short Story
Best Collected Work
Best Artwork
Dramatic Presentation
-Long Form
-Short
Form
Best Production/Publication
2) Fan Categories
Best Fan Writing
Best Fan Artwork
Best Fanzine
Best Fan Publication
Best Fan Production
3) Special Award for works not eligible in existing categories
Best New Talent
Services to Fandom
Services to Science Fiction
Definition of Categories
Professional Categories
a) Novel
A Novel is any single work of science fiction or fantasy or horror (sf/f/h) of more than 40,000 words.
b) Novella or Novelette
A Novella or Novelette is any single work of sf/f/h of 7,500 to 40,000 words.
c) Short Story
A Short Story is any single work of sf/f/h less than 7,500 words.
d) Collected Work
A collected work is a sf/f/h collection or anthology, magazine or journal, e-zine or webzine which must pay contributors in other than contributor copies and incidentals, or is sponsored by an institution other than a fan club, or whose editors declare themselves to be professional. At least one edition of a collected work must have been issued in the eligible calendar year.
e) Artwork
An artwork is a single work or series of related works of art in any medium other than text. Text may be included, but should not be the primary medium.
f) Dramatic Presentation - Long Form and Short Form
A dramatic presentation in a visual and/or audio form.
The Long Form is a presentation that is 30 minutes or longer. This would typically be a film or an episode of a TV series.
The Short Form is a presentation that is shorter than 30 minutes. This would typically be a short film.
g)
Production/Publication
Professional production/publication
is for work in any medium other than those eligible for other categories.
The work must be first published, released, or made available for public
viewing in the eligible calendar year. The producer of the work must have
received payment or have intended to have received payment for the work
produced. Eligible works include but are not limited to: comic strips,
advertising copy (moving or still), art, video, film, periodical,
theatrical, journal, e-zine, webzine, computer application, or website.
Fan
Categories
h) Fan Writing and Fan Artwork
Fan writing and fan artwork are made for a work or body of work first published, released, or made available for public viewing in the eligible calendar year. The writer or artist must have received no payment other than contributor copies and other incidentals e.g. coffee mug, t-shirt, poster.
i) Fanzine
A fanzine is any fan produced magazine, for a club or otherwise, which defined itself as a fanzine AND has the intention to produce multiple issues in the eligible year or beyond. Contributors to the fanzine must have received no payment other than contributor copies and other incidentals.
j) Fan Publication
A fan publication is for a publication, other than a fanzine, first published, released, or made available for public viewing in the eligible calendar year. The contributor(s) must have received no payment other than contributor copies and other incidentals.
k) Fan Production
Fan production is for work in any medium other than those eligible for other categories. The work must be first published, released, or made available for public viewing in the eligible calendar year. The producer of the work must have received no payment other than incidentals. Eligible works include but are not limited to: art, video, film, periodical, theatrical, journal, e-zine, webzine, computer application, or website.
Special Award
for works not eligible in existing categories
l) Services to Fandom
Services to fandom recognises an achievement by an individual or group that has benefited New Zealand fandom. This award may be presented in conjunction with other awards if appropriate.
m) Services to Science Fiction, Fantasy or Horror
Services to science fiction, fantasy or horror recognises an achievement by an individual or group that has encouraged science fiction, fantasy or horror within New Zealand, or worldwide. This award may be presented in conjunction with other awards if appropriate.
n) Best New Talent
Best New Talent recognises excellence of professional achievement in any field of the genre by an individual who has not been nominated for a professional award three or more years before the year the award is held. An individual is only eligible for two consecutive years.