Note new rule #9 below: 5 nominations per category per member
SPECIAL NOTE: As of the 2011 AGM, CSFFA and the Aurora Awards requires everyone to purchase a society membership to nominate, vote or participate in the AGM. The annual dues are just $10 (on-line or mail-in) and are valid from January to December of the calendar year no matter when in the year they are purchased. CSFFA members are those who have already paid for their membership for the current year.
The following rules cover both nominating and voting for an Aurora award. Submitting a nomination or vote will be taken as your acknowledgment that you have read and agree to abide by these rules.
Members must adhere to the following rules. In the event that the Awards committee feels that one or more of these rules has been violated by a participant, they may reject any or all nominations or votes from or for that participant without notification. The decision of the Awards committee is final.
- The Auroras are only for Canadian citizens or permanent residents. Canadian citizens living abroad are eligible.
- There are annual dues to be a member of CSFFA which will be set by the CSFFA between Canventions. This fee is used to administer the awards. All society members are required to pay this fee.
- CSFFA members, those that have paid their annual dues, are permitted to submit one nomination form and one voting ballot per year. They are also allowed to participate in the AGM (Annual General Meeting).
- Nomination and voting deadlines will be set by the CSFFA between Canventions.
- Mail-in forms must be received by the corresponding nomination or voting deadline.
- Blank nomination forms or voting ballots may be photocopied but completed ones may not. Each member is expected to fill in their own form or ballot, reflecting their individual preferences.
- Each form delivered by mail must be in a separate envelope, except for members of a single household who may send in their forms together. Clubs are requested to not mail their members’ forms in bulk.
- No one may offer or accept an inducement in order to influence a nomination or vote.
- On the nomination form you may submit up to 5 nominees in each category. All submissions will be given equal weight.
- Voting ballots are counted using the “Alternate Ballot System”. See detail explanation in “Voting Method” document.
Voting Ballot eligibility: For a nominee or category to be eligible to be on the final voting ballot they must meet or exceed the following requirements.
- A nominee is required to have at least five (5) nominations from CSFFA members to be eligible.
- For a category to be eligible to be on the final voting ballot it must have at lease three (3) eligible nominees.
- Each eligible category on the final ballot will contain the top five (5) eligible nominees.
- It is permitted to have more than five (5) nominees on the ballot if there are ties.
- It is permitted to have only three (3) or four (4) nominees on the ballot if they are the only ones that are eligible.
Through the Aurora awards, the CSFFA encourages Canadian fans to take an active role in selecting the best of genre fiction and related activities. It is our hope that Canadians will hold spirited discussions, but we discourage anyone from advising others on how to place their votes. In the spirit of fan based awards, it is the right and responsibility of every member to make their own decisions. Members are expected to be familiar with the works they are selecting. Members are asked to vote in categories where they are familiar with more than one of the nominees. Clubs should avoid influencing their members’ nominations or votes.
To support the ongoing costs of the awards and the society, a non-refundable (Membership) fee is associated with being a member of CSFFA. This amount of this fee will be revisited at the AGM held at each Canvention and will be clearly identified on nomination forms and voting ballots, both online and paper. Fees must be paid by individual voters, not a third party. Members are reminded that processing of paper ballots can be time consuming and has the potential for misinterpretation. The awards committee will make every effort to honour the spirit of a voter’s intentions, but has little flexibility if the member fails to make their intention clear.
Please note that the French professional categories are now being coordinated and held at the Congrès Boréal which is held in Quebec. For full details visit their website. (http://www.congresboreal.ca/)