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Awards 2026 Process Codex

Document Status: Operational Codex
Applies to: Annual iLRN Conference
Primary Owners: Awards Chairs
Contributors: General Chairs, Programme Chairs, iLEAD Chairs, Publications Team, Web Team

1. Purpose of This Codex

This codex defines the standardised process, roles, tasks, and timeline for the planning, management, and delivery of the iLRN Awards.

Its purpose is to:

  • Ensure consistency, transparency, and fairness in the awards process

  • Support efficient handover between conference years

  • Reduce reliance on informal knowledge or ad hoc decision-making

  • Provide a single authoritative reference for Awards Chairs

High-Level Timeline Overview


Months before Conference → -9 -8 -7 -6 -5 -4 -3 -2 -1 T +1 ----------------------------------------------------------------------- Awards design & criteria ███ ███ Website publication █ Jury panel invitations ███ ███ Jury confirmation & consent ███ Nominations collection ███ Anonymisation & prep ███ Jury voting ███ Results & assets ███ Certificates & ceremony prep ███ Awards ceremony █ Post-conference wrap-up ███

2. Roles and Responsibilities

2.1 Awards Chairs

The Awards Chairs are responsible for the end-to-end coordination of the awards process, including:

  • Defining award categories and criteria

  • Managing jury panels

  • Overseeing nominations and voting

  • Preparing awards materials and ceremony assets

  • Coordinating with all relevant committees

2.2 Programme Chairs

  • Nominate shortlisted contributions for awards

  • Support clarification of academic categories and eligibility

2.3 iLEAD Chairs

  • Nominate shortlisted iLEAD contributions

  • Advise on iLEAD-specific award categories and criteria

2.4 General Chairs

  • Oversee alignment with conference programme and ceremony

  • Support awards presentation during the conference

2.5 Publications & Web Teams

  • Publish awards-related content on the website

  • Archive final awards outcomes post-conference

3. Awards Process Overview

The awards process is organised into six sequential phases:

  1. Awards Design & Governance

  2. Jury Panel Setup

  3. Nominations & Materials Preparation

  4. Jury Voting

  5. Awards Assets & Ceremony

  6. Post-Conference Wrap-Up

Each phase has defined tasks, outputs, and dependencies.

4. Phase 1 — Awards Design & Governance

Timeline: Before CFP launch (approximately T–9 to T–8 months)

4.1 Define Awards Structure

Tasks

  • Review existing award categories

  • Reduce and refine categories to avoid duplication and overload

  • Confirm awards across:

    • Academic track

    • iLEAD track

    • Reviewers

    • Posters and Workshops (if applicable)

Outputs

  • Final list of award categories

  • Short description for each award

4.2 Define Evaluation Criteria

Tasks

  • Finalise evaluation criteria per award category

  • Ensure criteria are:

    • Clear and concise

    • Distinct across categories

    • Suitable for independent jury voting

Outputs

  • Approved criteria text for:

    • Jury instructions

    • Voting forms

    • Website publication

4.3 Decide Nomination and Voting Model

Tasks

  • Confirm nomination source (Programme Chairs / iLEAD Chairs)

  • Confirm voting model:

    • Independent jury voting

    • No written reviews required

  • Confirm voting platform (Tally)

  • Confirm number of nominations per category (typically three)

Outputs

  • Written description of awards process

4.4 Publish Awards Information

Tasks

  • Prepare awards webpage content

  • Publish awards information once CFP is live

Outputs

  • Public awards webpage with:

    • Award categories

    • Criteria

    • High-level process description

5. Phase 2 — Jury Panel Setup

Timeline: Approximately T–6 to T–5 months

5.1 Identify and Invite Jury Panel Members

Tasks

  • Identify potential jury members in collaboration with:

    • Awards Chairs

    • Programme Chairs

    • iLEAD Chairs

  • Aim for approximately 20 jury panel members

  • Send formal invitation emails (Academic and iLEAD variants)

Outputs

  • Jury invitation emails sent

  • Jury tracking spreadsheet (contacted / agreed / pending)

5.2 Collect Jury Metadata and Consent

Tasks

  • Create a Tally form to collect:

    • Name

    • Title

    • Affiliation

    • Consent to be publicly listed

  • Ensure GDPR-compliant consent wording

Outputs

  • Completed jury metadata list

  • Approved jury panel list for website publication

6. Phase 3 — Nominations & Materials Preparation

Timeline: Approximately T–3 to T–2 months

6.1 Collect Award Nominations

Tasks

  • Create and distribute the awards nominations spreadsheet

  • Monitor submissions and follow up on missing nominations

Outputs

  • Completed nominations spreadsheet

  • Final shortlist per award category

6.2 Prepare Anonymised Award Materials

Tasks

  • Download nominated submissions

  • Anonymise documents consistently

  • Organise files in Google Drive by award category:

    • Academic

    • iLEAD

Outputs

  • Jury-ready anonymised folders

6.3 Create Jury Voting Forms

Tasks

  • Create separate Tally voting forms per award group

  • Embed:

    • Award description

    • Evaluation criteria

    • Links to anonymised submissions

  • Test all forms before distribution

Outputs

  • Finalised jury voting forms

7. Phase 4 — Jury Voting

Timeline: Voting window of approximately two weeks

7.1 Distribute Voting Forms

Tasks

  • Send voting instructions to jury panel members

  • Clearly communicate:

    • Voting deadline

    • Expected workload

    • Contact for support

Outputs

  • Voting emails sent

  • Vote tracking in place

7.2 Monitor and Close Voting

Tasks

  • Monitor response rates

  • Send reminders if required

  • Close voting at deadline

  • Export and securely store results

Outputs

  • Final voting results per award category

8. Phase 5 — Awards Assets & Ceremony

Timeline: Approximately T–1 month to conference

8.1 Create Awards Communication Assets

Tasks

  • Create social media and promotional visuals

  • Prepare final awards text for website and publications team

Outputs

  • Awards communication assets

  • Final website-ready awards content

8.2 Certificates

Tasks

  • Finalise certificate template

  • Generate certificates for:

    • Award winners

    • Nominated contributions (if applicable)

  • Print certificates for onsite ceremony

  • Email digital certificates post-conference

Outputs

  • Printed certificates

  • Digital certificates distributed

8.3 Awards Ceremony Support

Tasks

  • Support General Chairs with:

    • Awards presentation slides

    • Ceremony narrative/script

  • Verify accuracy of:

    • Names

    • Affiliations

    • Award titles

Outputs

  • Final awards presentation

  • Approved ceremony narrative

9. Phase 6 — Post-Conference Wrap-Up

Timeline: Within two weeks post-conference

9.1 Publication and Archiving

Tasks

  • Update website with final award outcomes

  • Acknowledge jury panel members

  • Archive all awards materials and documents

  • Prepare handover notes for next year’s Awards Chairs

Outputs

  • Completed awards archive

  • Updated Awards Codex for future use

10. Review and Maintenance

This codex should be:

  • Reviewed annually by the Awards Chairs

  • Updated to reflect process improvements

  • Archived alongside conference documentation

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