These guidelines are supplementary to the rules of the Sir Julius Vogel awards and the SFFANZ constitution. The guidelines do not supplant any existing SFFANZ documentation, rules or policy. Guidelines are reviewed each year as required.

Index

KEY Points

  1. Our process for collecting nominations has changed from years previous to 2017. We are now using a web form to collect nominations. This is a new process, but one we believe has significant advantages. After completing your nomination on the form, you should receive an email very quickly confirming the nomination. If you do not receive such an email, then please contact us at sjv_awards@sffanz.org.nz and we will work with you to make sure your nomination is received.
  2. You may make more than one nomination. There is a link at the end of each form submission to submit another nomination.
  3. Please go to the SFFANZ web-site to obtain the valid SJV email address for this year.

SFFANZ prefers nominations to be made via this web form but postal nominations are also accepted. Please post to “SFFANZ, c/o SJV Sub-Committee, P.O. Box 13-574, Johnsonville, Wellington”. Please use a separate sheet of paper for each nomination. Please state the total number of nominations made.

WHO Can Make Nominations

Nominations can be made by any member of the public OR by an individual on behalf of a corporate / publisher.
NOTE : We accept nominations from within New Zealand and overseas.

COSTS

None. Making a nomination is free of charge.

WHEN Can Nominations Be Made

Nominations must be made during the nomination period, which will be shown on the SFFANZ website. This period will vary from year to year, but will be announced on the website in November at the earliest.

BASIC Eligibility

The Creator of the Work must have either :
NZ Citizenship, Permanent Residency in NZ, Australian citizenship but living long-term in NZ, or residency in NZ on a work / study permit
Please check the SJV Rules for a detailed explanation of these criteria.

The genre of the nominated work must be Science Fiction, Fantasy or Horror
This is subjective – there are no guidelines for this but works that are clearly outside this genre will be rejected by the SFFANZ Committee

For dramatic presentations, the rules allow either a series as a whole or individual episodes to be nominated, but not both. Nominations will be considered in terms of a single narrative unit. Defining elements of a single narrative unit are continuity of central characters and establishment and resolution of a plot details. These can obviously occur in a single episode or across the narrative arc of a series. So, for example, a series such as The Twighlight Zone would not be eligible for nomination as a series, though individual episodes (stories) within the series would be eligible. A series such as A Game Of Thrones would be eligible to be nominated as a single narrative unit, individual episodes would be less likely to be eligible. Later series of Dr Who could be considered under both scenarios.

It is expected that the nominator has read, viewed or otherwise consumed the nominated work and that the nominator considers it worthy of the award.

The committee will consider each case on its merits within these guidelines and make a decision about eligibility for the final ballot in consultation with the nominators.

Year of First Release / Published

The award is held in the current year for works that were first released in the previous calendar year. “Carry Forward” nominations from the previous year’s SJV Awards are excluded from this criterion.

WHAT to Put On the Nomination

ESSENTIAL Information

This is to enable SFFANZ to verify and process the nomination.

  1. Name / Title of work
  2. Name of Producer / Author / Creator
  3. What the work is i.e. Novel, TV, Movie, Short Story, Web, Collection, Comic, Art
  4. Year of First Release
  5. What category you think the nomination belongs to i.e. Fan awards, Professional awards
  6. GENRE – science fiction, fantasy or horror
  7. Contact details of the person making the nomination e.g. email or/and phone number. This must be a real, verifiable name. Pseudonyms are not acceptable. We reserve the right to ask for verification of your identity should we deem it neccessary.

NOTE : If the only contact details you have are the publisher’s contact information on the book you are nominating, that should be sufficient.

HELPFUL Information But NOT Essential

  1. Publisher / Production company name
  2. How to contact the producer / author
    E.g. personal email / publisher email / publisher address / publisher phone number / work email / work phone number.
    Please include all known contact options
  3. Other details about the work, that might be relevant
    e.g. the media it appears in – radio, web
  4. Where to get a copy of the work
  5. Any other comments you wish to add

HOW Many Times May You Nominate?

  1. You may nominate as many works as you feel is appropriate.
  2. You may nominate more than one eligible work in the same category. This would suit people who are major fans of one media in particular e.g. people who read a lot of books or short stories.
  3. You may nominate the same work in multiple categories if it fits the criteria of those categories. In general, works will only appear in one category, but in rare circumstances it may be appropriate to have a work in multiple categories.
  4. You MAY NOT nominate a work more than once in any given category.

HOW the Nomination Process Works

  1. The works that appear on the voting form are determined by how many nominations it gets.
  2. The more nominations a work gets, the greater the chances of it getting onto the voting form.
  3. There is a limit of 5 works per category, OR 7 if there are ties in the number of nominations.

Possible Allocation of Nominated Works into Award Categories

  1. Nominated works are most likely to appear on the voting form in their originally-nominated categories.
  2. Occasionally, there may be a need to move a nominated work into a more appropriate category.
  3. Nominated works may also be moved into another category if the nominated work is the only one in its category.
  4. In the event of a large number of nominated works in any given category – nominated works in that category with the least nominations will be dropped from the final voting form.
  5. The option to “Carry Forward” into next year’s awards and “No Award” will be presented as options for voting, if there is only one work in that given category.
  6. As the type of eligible nominated works will vary from year to year and the number of nominations will also vary, the allocation of works to categories may also change from year to year.