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 : Awards Design & Governance Jury Panel Setup Nominations & Materials Preparation Jury Voting Awards Assets & Ceremony 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