Entry Instructions and Guidelines

ENTRY INSTRUCTIONS AND GUIDELINES

Please read these instructions carefully before entering. Rules of Entry can be found here. Category descriptions can be found here.

For general information and assistance with entering, contact Program Director Sharon Hockin: info@nna-ccj.ca.

For information and assistance on rule interpretations and categories, contact Executive Director Paul Woods: exec@nna-ccj.ca.

 

NEW ENTRY DEADLINES

Entry deadlines have changed for the 2019 competition. New deadlines are:

Thursday, January 9

  • Arts and Entertainment
  • Editorial Cartooning
  • Editorials
  • Feature Photo
  • Sports

Friday, January 10

  • Business
  • Columns
  • Explanatory Work
  • Local Reporting
  • Sports Photo

Monday, January 13

  • General News Photo
  • International
  • Long Feature
  • Politics
  • Presentation/Design

Wednesday, January 15

  • Beat Reporting
  • Breaking News
  • Breaking News Photo
  • Investigations
  • Project of the Year
  • Short Feature

 

OTHER CHANGES IN EFFECT FOR 2019

  • Rules with respect to eligibility of freelance journalists have been changed. Entrants whose entered work was done on a freelance or contract basis rather than as an employee of the publishing organization are eligible to enter provided that they work regularly in journalism. That rule previously required evidence of work in daily journalism. Evidence of regular journalistic activity is now required from freelance/contract entrants in the following categories: Local Reporting, Short Feature, Long Feature, Explanatory Work, Investigations, International, Beat Reporting, Business, Sports, Arts and Entertainment, Politics.
  • The Photo Essay category has been eliminated.
  • The News Photo category has been divided into two categories: Breaking News Photo and General News Photo.
  • Restrictions on the number of entries entrants can submit in the Investigations and Breaking News categories have been eliminated.
  • The number of entries organizations can submit in the Project of the Year category has been reduced to two, from three.
  • Entrants in Beat Reporting must now submit a portfolio of four stories (down from five).
  • Entrants in Columns and Editorials must submit portfolios of three columns or editorials (instead of the previously stipulated “up to three”).
  • Organizations submitting work in the Breaking News category must provide detailed information on which stories are part of the entry in cases where work archived online includes work published outside the 36-hour period covered by the category.

 

OUTSIDE SUPPORT

If you are entering work that was done with any form of funding, involvement or support from outside the entering news organization (including but not limited to bursaries, grants, fellowships, scholarships, residencies and co-productions involving more than one news organization), your entry must include detailed information about the outside support.

This is to ensure compliance with Rule 10, which states (in part): “For an entry to qualify, any funding, involvement or support for the work from outside the organization must be clearly identified at the time of publication, in any online archives of the work, and as part of the entry through the provision of a supporting letter from a senior editor of the organization. Organizations that published such work may be required to supply additional information for the purpose of determining compliance with this Rule and eligibility of the entry.”

It is also to ensure compliance with Rule 11, which states: “In the case of co-productions involving more than one news organization working in partnership, all work submitted with the entry must have been done entirely or substantially by journalists working on behalf of the eligible organization. For greater clarity, eligible organizations may enter work that was done in partnership with news organizations that are not eligible to enter the competition, but work done entirely or substantially by or on behalf of the ineligible news organization may not be entered. The partnership arrangement must be clearly identified at the time of publication, in any online archives of the work, and as part of the entry through the provision of a supporting letter from a senior editor of the organization. Organizations that published such work may be required to supply additional information for the purpose of determining compliance with this Rule and eligibility of the entry.”

 

ENTERING

  1. All entries must be submitted through the online entry system. Information on how to register and enter can be found at http://nna-ccj.ca/how-to-submit-entries/.
  2. Date of publication must be provided for all entries.
  3. Proof of print or digital publication (PDF or JPG) must be provided for all entries in the Photo categories.
  4. An “entrant” is any individual or group of up to five individuals who submit(s) an entry and who is/are identified in the entry submission. Any entry from more than five individuals will be credited as a “team” entry.

 

CATEGORY RESTRICTIONS

  1. Work cannot be entered in more than one category, with the following exceptions:
  2. Work entered in the Local Reporting category may also be entered in another category.
  3. Work entered in other categories may form part or all of an entry in the Presentation category. Judges in Presentation are judging appearance/design/display of the work, not its content.
  4. Photographs entered in the Breaking News Photo category may be included as part of entries in the Breaking News category, but should not be the primary element of those entries.
  5. Many categories allow entrants to submit multiple elements (e.g. a main story plus sidebars, or a series of related stories, or a particular number of unrelated stories or elements). If there are not sufficient fields in the entry system for a particular category to accommodate all elements being entered, entrants can aggregate elements by, for instance, pasting multiple URLs in a single text field. If you are uncertain how to include all desired elements in an entry, contact Program Director Sharon Hockin (info@nna-ccj.ca).
  6. Notwithstanding the fact that multiple elements are allowed in many categories, entrants are strongly encouraged to be judicious in their submissions. Avoid overburdening judges with too many elements, especially elements that add little value to the entry.
  7. If an entry does not comply with the restrictions of the intended category, NNA administrators may, in their sole discretion, request that the entry be amended to bring it into compliance.

 

FILE FORMATS

  1. Except for entries on hard copy, tablets or other proprietary formats as set out in 18 and 19 below, entrants must use the fields provided in the online entry system to input all elements of an entry.
  2. In most categories, work can be entered through the provision of links to content that was published online. For all such entries, entrants must submit working URLs. If the work is posted on a subscription site, the entry must be accompanied by information (such as a username and password) that allows NNA administrators and judges access to the work.
  3. Do not submit duplicate content by providing a URL link to work that has also been pasted into a text field, or vice versa.
  4. Because (4) Long Feature and (5) Short Feature are intended to judge written work, entries in those categories must be submitted only in uniform text format. Links to online content are not permitted.
  5. All stories pasted into a text field must include the byline of the author(s) within that field.
  6. Entries in the Editorial Cartooning category and Photo categories must be submitted in JPG format, not less than 2048 pixels on the longest side and not larger than 3072 pixels. Compress the JPG file so that the file size is not more than 1.5 megabytes.
  7. Audio files may be submitted in WAV or MP3 format; keep the file size as small as possible.
  8. Video files must be submitted as URL links.
  9. Photographs entered in any category must not have been digitally altered beyond normal cropping, toning and balancing.
  10. In most categories, work can be entered through the provision of technology that allows judges to assess the work in its intended form. Entrants submitting content in tablet or other proprietary formats may be required to provide devices with entry content pre-loaded, or information that allows judges to access the entry on their own devices. All shipping costs associated with this must be covered by the entrant or entering organization. Entrants must still register the entry online and receive an Entry ID number. Further information on how to submit such entries can be found at http://nna-ccj.ca/how-to-submit-entries/ or by contacting the Program Director (info@nna-ccj.ca).
  11. In two categories, Project of the Year and Presentation, hard-copy entries, consisting of three tearsheets or comparably sized photocopies, are permitted. Entrants must still register the entry online and receive an Entry ID number. Further information on how to submit hard-copy entries in those two categories can be found at http://nna-ccj.ca/how-to-submit-entries/ or by contacting the Program Director (info@nna-ccj.ca).

 

SUPPORTING LETTERS

  1. Supporting letters are strongly encouraged for all entries, and are required in certain circumstances as set out below. Supporting letters should be used to provide helpful information to judges that may not be apparent from the entered work itself, including such matters as the circumstances that led to the work, any challenges associated with production of the work, and relative resources available to the entering organization in producing the work.

Supporting letters are required in the following circumstances:

  1. All entries in the Project of the Year category must be accompanied by a supporting letter from a supervising editor outlining the circumstances under which the submitted work was done, and any other relevant information.
  2. All entries in the Beat Reporting category must be accompanied by a supporting letter from a supervising editor outlining the reporter’s qualifications and experience in reporting on the beat or specialized coverage area.
  3. All entries involving any outside funding, involvement or support for the work (including but not limited to co-productions, joint reporting endeavours, scholarships, fellowships, bursaries and residencies) as set out under Rules 10 and 11 must be accompanied by a supporting letter from a supervising editor outlining:

(i) whether the concept for the entry was initiated by the entrant/news organization;

(ii) whether the entry contains any support, direct or indirect, for the purposes, aims, products or services of the provider of the outside funding/involvement/support;

(iii) whether the provider of the outside funding/involvement/support sought any input or approval of the output of the entrant before publication;

(iv) in the case of entered work for which outside funding was provided to the entrant and/or entering organization, whether the entrant/news organization applied for outside funding in an application which (a) specified the use of the funds; (b) placed conditions on the content of the work to be produced; and/or (c) included peer review of the application;

(v) any other information requested by contest organizers for the purpose of ensuring that the entry is eligible and compliant with contest rules and procedures, and that judges are able to properly assess the work.

  1. All entries arising from co-productions involving more than one news organization as set out under Rule 11 must also be accompanied by a supporting letter from a supervising editor providing details about the co-production arrangement and certifying that the entered work was entirely or substantially performed by or for an organization or organizations that are eligible to enter the competition. In addition, such entrants must supply any other information requested by contest organizers for the purpose of ensuring that the entry is eligible and compliant with contest rules and procedures, and that judges are able to properly assess the work.
  2. In categories listed below, all entries from individuals whose entered work was done on a freelance or contract basis, rather than as an employee of the organization that published the work, must be accompanied by a letter outlining the individual’s journalistic activity during the year for which the work is being entered. The categories to which this requirement applies are: (3) Local Reporting; (4) Short Feature; (5) Long Feature; (8) Explanatory Work; (10) Investigations; (11) International; (13) Beat Reporting; (14) Business; (15) Sports; (16) Arts and Entertainment; (17) Politics.
  3. For entries with more than one but fewer than six named individuals, and in which not all of those individuals contributed to all components of the entry, a letter must be provided stipulating the role played by each individual named on the entry.

 

ENTRY FEES

  1. Entry fees are set annually by the NNA Board of Governors. For 2019, the fee for each entry is $40+ 13% HST for entries from organizations on the Benefactor List, and $50 + 13% HST for other entrants.
  2. Payment for entries must be made by credit card either online at the time of submission or following submission by contacting the Program Director (info@nna-ccj.ca); or by electronic fund transfer or company cheque on receipt of invoice. Entrants and sponsoring organizations may issue a single payment to cover all entry fees if submitting multiple entries. Entries that have not been paid for will be disqualified.