AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines
AAMC GIA 2017 Awards for Excellence Competition
CALL FOR ENTRIES
Entry Deadline: October 17, 2016
*All online entry forms must be submitted by 8:00 p.m. Eastern, October 17.
*All award submission materials must be postmarked by October 18 or the entry will be disqualified.
Eligibility







Submitted projects and programs must have occurred or been completed between July 1, 2015 and June 30,
2016.
Entries must be sponsored by an individual GIA member who is in good standing*. Work performed by a
non GIA member employed directly by the entering institution (full-time or permanent part-time employee,
not a freelancer) must be sponsored by a GIA member in good standing from that institution.
Entries must be the work of the hospital or medical school staff submitting the nomination and should
accurately characterize the work and role of outside agencies, consultants, or vendors. Projects done
completely by outside agencies or consultants are not eligible.
Award for Excellence winners in 2016 in any category are not eligible to submit an entry in the same
category for 2017. (For example, winners in Category 1A in 2016 may not submit an entry in Category 1A
for 2017. All other categories would be eligible for submission.)
The current Awards Program Chair and other GIA members from that institution are not eligible to
compete in the awards program. This year, Boston University School of Medicine staff are not eligible.
Judges and members of their institutions are not eligible to compete in the categories the judge is
reviewing. Please review the list of 2017 judges to determine your eligibility.
Judges may review entries submitted by affiliated organizations that operate under separate executive
leadership from their own. The Awards Program Chair will make the final decision about the eligibility of
an entry. Questions regarding eligibility may be directed to the Awards Program Chair, Maria Ober,
[email protected].
*A member in good standing is an alumni relations, development, marketing, public affairs, or communications
representative who has been appointed to GIA membership by an AAMC member institution, and whose
membership dues are current and paid in full. Contact Hollie Sleeseman at 202-862-6209 or [email protected]
for confirmation of membership or to become a member.
Narratives
Each entry must be accompanied by a written narrative that contains a goal, strategy statement, and objectives
stating how the submitted project addressed a need or helped solve a problem. This narrative must clearly outline the
rationale for the projects and measurable outcomes obtained. The narrative is your opportunity to tell the judges
your story; help them understand the situation you were in.
With the exception of The Robert G. Fenley Writing Award entries*, all narratives should be no more than three
pages in length and should include the following components:



Summary: A short account of the project, program, or publication. Provide a concise description of the
overall idea.
Problem: Outline the need or opportunity that the project addresses. Where did the problem start? What
are its effects? What opportunity were you seeking? Provide an account of your goals—what results did
you hope to achieve?
Solution/Strategy: Explain how your solution was identified—what was your process? Explain and
outline your strategy: take us through the steps you took, the options you had, and the decisions you made.
Give us an account of the thought process that went into your decisions; how did you come to decide to
pursue one solution over another? If you proposed solutions that were not adopted, briefly mention them
© 2016 AAMC. May not be reproduced without permission.
1
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines

and explain why they were not used. Finally, give us an account of your solution and how you put it into
action.
Measurements: Describe the results of your solution, both within your organization and in your
community. Provide an evaluation of how well the solution targeted the problem or need, using specific
and measurable outcomes (if a survey tool was used, submit a copy). If you took an existing idea and
reimagined it for your own institution, let the judges know how it is different. How did it add value to your
organization?
It is highly recommended that all entrants review the “How to Write a Winning Narrative” document, available
online.
*Narratives written for The Robert G. Fenley Writing Award entries should, instead, provide context for the writing
piece and describe the intended audience.
Award Categories
1. Publications
A. Single or Special Issue Publications
This category is for single or special issue publications. Publications entered in this category may include
annual reports, fundraising or marketing collateral materials, community impact or community service reports,
patient information or education materials, commemoratives, or any other non-periodical publications.
B. External Audience Periodicals
This category is for periodical publications intended for external audiences. Examples included in this category:
medical school or hospital magazines and newsletters produced primarily for external constituencies (patients,
referring physicians, alumni, benefactors, community leaders, or other external groups). Entries must include
two consecutive issues of the periodical.
C. Internal Audience Periodicals
This category is for periodical publications intended for internal audiences. Examples included in this category:
magazines, newsletters, and other serial publications intended primarily for employees or faculty of a medical
school or teaching hospital/health system; may include electronic publications*. Entries must include two
consecutive issues of the periodical.
*If you are submitting an electronic internal audience periodical, add live links to your uploaded narrative so
that the judges are able to view the publication in its original format.
For Publication Categories A – C:





All entries must be submitted in a three-ring binder, mailed to the AAMC.
Written narratives must be printed and included in the binder.
Publications can be hole-punched or placed in a plastic sleeve that fits in the three-ring binder.
Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
Failure to comply with all aforementioned criteria will be cause for disqualification.
D. Electronic Publications
This category is for electronic-only publications. Submissions should make innovative use of design for Web,
tablet, or e-reader consumption. Publications entered into this category must originate as—and be disseminated
as—electronic pubs only, without a print element. Entries in this category may include one-time publications
(such as annual reports) and periodicals (such as monthly newsletters). Periodical submissions must include
two consecutive issues.
© 2016 AAMC. May not be reproduced without permission.
2
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines
For Publication Category D:



If supporting documents are available online, please upload the narrative and include links on the final
page of the online submission form. No additional documents need to be mailed to the AAMC.
If supporting documents are not available online, they must be submitted on a flash drive and mailed
to the AAMC.
o Written narratives and any supporting documents must be included on the flash drive.
o Please ensure that your flash drive submission will open and play in standard formats.
o Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
Failure to comply with all aforementioned criteria will be cause for disqualification.
2. Electronic Communications
This category recognizes innovative and strategy-driven digital, multimedia, and online projects. Entries must be the
work of an institution’s alumni relations, development, marketing, or communications/public affairs program.
Outside technical assistance is permissible, but concept, organization, and design must be the work of the entrant.
A. Audio and Video
Entries in this category may include (but are not limited to): video news releases; radio or broadcast
advertising; podcasts; special event audio and video; or multimedia presentations. Entries that are part of a
serial program must be submitted as three or more consecutive segments. Narratives should be uploaded; links
to supporting materials (i.e. YouTube, Vimeo, or items in a Drop Box) may be submitted online or files may be
mailed to the AAMC on a flash drive.
B. Websites
Entries in this category include comprehensive website-based projects such as internal or external websites,
intranets, or consumer/constituent portals developed to support an institution, a campaign, a program, or a
special initiative. Narratives, which should be uploaded into the online form, may include screenshots, or point
out particular features, of the site to help convey the impact of your project. Links to websites must be entered
in the final section of the online submission form.
C. Social Media
Entries in this category must make unique and strategic use of interactive online communications,
communities, or social networks, and can include (but are not limited to) blogs and pages/sites or campaigns on
Facebook, Twitter, and/or YouTube. Narratives, which should be uploaded into the online form, may include
screenshots, or point out particular features, of the project to help convey the impact of your project. Links to
relevant social media sites must be entered in the final section of the online submission form.
D. Mobile and Apps
Entries in this category must make unique and strategic use of mobile websites and applications for mobile
devices. Narratives, which should be uploaded into the online form, may include screenshots, or point out
particular features, of the project to help convey the impact of your project. To the extent possible, these entries
will be judged on a mobile device. Links to relevant websites or Apps must be entered in the final section of
the online submission form.
For All Electronic Communication Categories (A – D):


If supporting documents are available online, please include links to those on the final page of the
online submission form. No additional documents need to be mailed to the AAMC.
If supporting documents are not available online, they must be submitted on a flash drive and mailed
to the AAMC.
o Written narratives and any supporting documents must be included on the flash drive.
o Please ensure that your flash drive submission will open and play in standard formats.
© 2016 AAMC. May not be reproduced without permission.
3
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines
o
Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
 Failure to comply with all aforementioned criteria will be cause for disqualification.
3. The Robert G. Fenley Writing Awards
This award honors Robert G. Fenley, chair of the AAMC Group on Public Affairs (now the Group on Institutional
Advancement) from 1985-1986. “I truly enjoy explaining,” Bob Fenley once said in an interview. A former Dallas
Times Herald science editor, Fenley directed the medical information office at the University of Texas Health
Science Center in Dallas from 1970-1989. Fenley valued communicating the promise of medicine and science,
which he thought was best done in good, plain English. The University of Texas won more than 150 national and
regional awards during his tenure, including honors from the AAMC. He was particularly known for his witty yet
incisive columns in the former GIA newsletter, News & Comment. “Real quality and solid content,” he wrote in that
forum, “are most often attained by real work and solid discrimination. This comes through most often in simple,
direct form that doesn’t need manipulation.” Fenley died on April 28, 1989, of lung cancer. The AAMC established
the Robert G. Fenley Writing Award in his memory.
Entries may include internal publications, electronic or web-based publications, annual reports, brochures, magazine
articles, newsletters, case statements, or other published works. Note that news releases should be entered under
category 4C, as a special project, program, or campaign.
A. Basic Science Staff Writing
Entries include articles about basic and bench research. Basic Science articles must be written by a staff
member of a medical school or teaching hospital.
B. General Staff Writing
Entries include articles about any other topic related to science or medicine that is not basic or bench
research. General articles must be written by a staff member of a medical school or teaching hospital.
C. Solicited Articles
Articles written by freelancers, alumni, students, or patients – a staff member/editor must have worked
closely with the writer in soliciting, shaping, and editing the piece. The editor’s role in developing,
soliciting, shaping, and editing the submitted article should be explained in the narrative.
For All Robert G. Fenley Writing Categories (A – C):




An author may submit only one entry in each category, though an institution may submit several.
Entries must be uploaded (as a Word document or PDF) in the online submission form.
Narratives, which explain the context of the writing piece, publication date, type of publication, and
intended audience, must also be submitted online.
Failure to comply with all aforementioned criteria will be cause for disqualification.
4. Special Projects, Programs, or Campaigns
The category serves as a “catch all” category. If your project does not fall into one of the other Awards for
Excellence categories, you may submit it here.
A. Alumni Relations
Examples of alumni relations Special Projects include but are not limited to annual fund drives; host
programs; mock interviews; orientation; alumni subset programs. Supporting documents could include a
timeline, budget, and check lists.
B. Development
© 2016 AAMC. May not be reproduced without permission.
4
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines
Examples of development Special Projects include but are not limited to annual campaigns; capital
campaigns; employee campaigns.
C. Communications/Public Relations
Examples of communications Special Projects include but are not limited to public or media relations
initiatives; news releases; constituency communications campaigns; media campaigns; crisis or issues
management. Internal communications projects should be entered into this category.
D. Marketing
Examples of marketing Special Projects include but are not limited to marketing campaigns, including
brand development and special promotions.
E. Public Affairs/Community Relations
Examples of public affairs Special Projects include but are not limited to issues advocacy initiatives;
community outreach and communication; university-community relations projects; “Project Medical
Education” programs.
F. Integrated Advancement
Integrated advancement Special Projects include but are not limited to projects, programs, or campaigns
that are the work of at least two of the following advancement functions: alumni relations, communications,
development, marketing, public affairs.
For All Special Projects, Programs, or Campaigns Categories (A – F):
 All entries must be submitted in a three-ring binder, mailed to the AAMC.
 Written narratives, along with any supporting documents, must be printed and submitted in the
binder.
 Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
 Failure to comply with all aforementioned criteria will be cause for disqualification.
5. Special Events
This category recognizes excellence in “stand-alone” special events. Entries should be one-time events, or a single
occurrence of an annual event (such as “The May 2016 White Coat Ceremony”). Special events that are part of a
broader, multi-component campaign or project will be evaluated solely on the basis of the event itself; it is
recommended that multi-component projects or programs be entered into the “Special Projects, Programs,
Campaigns” or “Premier Performance” categories. Possible entries in this category include but are not limited to:
alumni reunions; donor ceremonies; groundbreaking ceremonies; and community engagement events.
A. Alumni Relations
B. Development
C. Communications/Public Relations
D. Marketing
E. Public Affairs/Community Relations
F. Integrated Advancement
Integrated advancement Special Events include but are not limited to events that are the work of at least
two of the following advancement functions: alumni relations, communications, development, marketing,
public affairs.
For All Special Events Categories (A – F):


All entries must be submitted in a three-ring binder, mailed to the AAMC.
Written narratives, along with any supporting documents, must be printed and submitted in the
binder.
© 2016 AAMC. May not be reproduced without permission.
5
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines


Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
Failure to comply with all aforementioned criteria will be cause for disqualification.
6. The “Shoestring” Award
Projects of special merit with a significantly reduced, limited, or shoestring budget will be recognized in this
category. Appropriate projects are one-time or first-time initiatives, or the continuation of existing programs with
reduced resources. (If the latter, provide this year’s and last year’s budgets, and samples from both years.) No dollar
maximums are established for this category.
A. Alumni Relations
Examples of alumni relations Shoestring projects include but are not limited to special events; annual or
special fund drives; host programs; mock interviews; orientation.
B. Development
Examples of development Shoestring projects include but are not limited to special events and annual
campaigns.
C. Communications/Public Relations
Examples of communications Shoestring projects include but are not limited to public or media relations
initiatives; constituency communications campaigns; media campaigns; change (merger) communications;
crisis or issues management; internal communications projects.
D. Marketing
Examples of marketing Shoestring projects include but are not limited to marketing campaigns, including
brand development, special promotions, and social media.
E. Public Affairs/Community Relations
Examples of public affairs Shoestring projects include but are not limited to public education; advocacy;
community outreach.
F. Integrated Advancement
Examples of integrated advancement Shoestring projects include but are not limited to projects, programs,
campaigns that are the work of at least two of the following advancement functions: alumni relations,
communications, development, marketing, public affairs.
For All “Shoestring” Categories (A – F):





The entry narrative must clearly describe the special budgetary challenges or limitations posed and
demonstrate creative, imaginative, innovative solutions. Provide specific cost information,
including total internal and external costs, and, if applicable, total cost divided by the number of
units produced.
All entries must be submitted in a three-ring binder, mailed to the AAMC.
Written narratives, along with any supporting documents, must be printed and submitted in the
binder.
Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
Failure to comply with all aforementioned criteria will be cause for disqualification.
7. Premier Performance
Premier Performance entries will reflect comprehensiveness, productivity, impact, and overall excellence as a result
of the program or project implementation. Overall program excellence is key in this category. The narrative will
include a description of the program goals, demonstrate strategic program planning and management, include
innovative efforts, list and illustrate the effective use of budgetary and human resources, and describe creative
methods developed to reach the program goals. Please include specific work samples. (A project entered in another
© 2016 AAMC. May not be reproduced without permission.
6
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines
category may be included as one of several components of a Premier Performance entry – separate entry forms and
fees must be submitted. The Premier Performance entry must include all materials to be reviewed even if submitted
in other categories.)
A. Alumni Relations
B. Development
C. Communications/Public Relations
D. Marketing
E. Public Affairs/Community Relations
F. Integrated Advancement
For Categories A-E:
The Premier Performance award recognizes overall program excellence in any single discipline active in
the GIA or any specific division within a discipline (for example, media relations or publications within
communications/public relations, physician marketing programs within marketing, or grateful patient fund
raising within development). It is important that the entry discuss and demonstrate the impact of a
comprehensive strategy, goal achievement, and implementation of objectives designed for significant
impact.
This category may also recognize collaborative program excellence. The entry must demonstrate a
comprehensive collaborative effort across disciplines or divisions within disciplines. These relationships
must be specified as part of the application. Comprehensive strategy and defined goal attainment must be
obtained and are instrumental in the Premier Performance award.
Category F: Integrated Advancement: This category recognizes special projects or ongoing efforts that
demonstrate extensive integration between at least two advancement office functions. Examples: a strategic
project that combines several areas to exceed ordinary outcomes such as a capital campaign, recognition, or
anniversary. Ongoing integration includes strategic projects that exceed normal business accomplishments.
Entries in Integrated Advancement may focus on the comprehensive nature of a program, the rebuilding of
a moribund program, restructuring to deal with budget cuts or mergers, or other special situations.
For All Premiere Performance Categories (A – F):




All entries must be submitted in a three-ring binder, mailed to the AAMC.
Written narratives, along with any supporting documents, must be printed and submitted in the
binder.
Ensure that the mailed materials are clearly labeled with the Entry ID Number (this number is
generated/assigned once the online submission form is completed—please make a note of it).
Failure to comply with all aforementioned criteria will be cause for disqualification.
Scoring
Entries will be judged according to criteria listed for each category. In addition, commonly accepted standards of
professional excellence will apply.
Print Publication entries in categories 1A – 1C will be scored on:


Communicative Quality—writing; design; photography/illustrations; printing
Overall Achievement—clarity of objectives; effectiveness in using resources; creativity; measures of
success; and professionalism of project
Electronic Publication entries in category 1D will be scored on:

Communicative Quality—writing; use of graphics and interactive design; innovative use of technology
© 2016 AAMC. May not be reproduced without permission.
7
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines

Overall Achievement—clarity of objectives; effectiveness in using resources; creativity; measures of
success; and professionalism of total project
Electronic Communications entries in categories 2A – 2D will be scored on:


Communicative Quality—concept development; design and usability; use of sound and/or image; writing
and editing; creativity
Overall Achievement—clarity of objectives; effectiveness in using resources; measures of success; and
professionalism of total project
The Robert G. Fenley Writing entries in categories 3A – 3C will be scored on:


Communicative Quality—lead sentence/paragraph; readability; organization; interest; use of quotations;
overall creativity
Mechanics—sentence structure; readability and comprehension; spelling, punctuation, and grammar
Special Project, Program, or Campaign entries in categories 4A – 4F will be scored on:


Communicative Quality—concept development; project design; writing; integration of components
Overall Achievement—creativity; clarity of objectives; use of resources; professionalism of project
Special Events entries in categories 5A – 5F will be scored on:



Event Quality—concept design and development; planning and organization; event execution; integration
of components
Overall Achievement—creativity; clarity of objectives; use of resources; professionalism of project
Entries in this category will also be evaluated on the basis of whether the stated goals were achieved
(through dollars raised, overall attendance, issue awareness).
“Shoestring” entries in categories 6A – 6F will be scored on:


Communicative Quality—concept development; project design; writing; integration of components
Overall Achievement—creativity; clarity of objectives; use of resources; professionalism of project
Premiere Performance entries in categories 7A – 7F will be scored on:


Communicative Quality—goals; strategic organization; technical quality of components; creativity;
resource utilization
Overall Achievement—comprehensiveness of program; measures of success; professionalism of project
Judging
A panel of 14 AAMC GIA members will review entries and select winners. A team of three judges will evaluate
Category 2-Electronic Communications entries, and another team of three will evaluate Category 3-Robert G.
Fenley Writing Awards entries. Two teams of four judges will review and score entries in all other categories:
Category 1-Publications; Category 4-Special Projects, Programs, or Campaigns; Category 5-Special Events;
Category 6-The “Shoestring” Award; and Category 7-Premier Performance. The Awards Program chair will act as
facilitator of the judging and, if necessary, will serve as an alternate judge. Judges will score each entry based on the
criteria for the category and will provide constructive comments on each entry. Entrants will receive a brief
summary of the judges’ comments.
© 2016 AAMC. May not be reproduced without permission.
8
AAMC GIA 2017 Awards for Excellence Competition
Instructions and Guidelines
Prizes
An Award for Excellence is the GIA’s highest honor. An Honorable Mention acknowledges the quality of an entry.
Awards for Excellence in Premier Performance will receive a check for $500 and an award certificate. Awards for
Excellence in all other categories will receive a check for $250 and an award certificate. An Honorable Mention in
any category receives a certificate. Duplicate certificates for Award for Excellence winners are available at $30 each
from the AAMC.
All 2017 award winners will be notified in writing in January 2017. Award for Excellence winners are required to
provide photographs to be used for an awards display and in AAMC GIA publications.
All 2017 award winners will be recognized at a reception on Thursday, March 30, 2017, in Puerto Rico during the
AAMC National Professional Development Conference for Institutional Advancement. Attendance at the
conference is strongly encouraged.
Entry Fee
Each award submission requires a $50 entry fee, payable online at the time of entry via credit card only—
MasterCard or Visa. The AAMC does not accept entry fee payment by check. Entry fees are nonrefundable. The
confirmation screen that appears in your browser window after submitting an entry serves as your receipt; please
print that confirmation screen for accounting purposes.
Entry Deadline
October 17, 2016, 8:00 p.m. Eastern
All postal packages containing award submission materials must be postmarked by October 18, 2016.
Incomplete submissions and entries postmarked after October 18 will be refused and disqualified. Award
submission materials will not be returned.
Send award submission packages to:
AAMC
655 K Street, NW
Suite 100
Washington, DC 20001-2399
Attn: Hollie Sleeseman, GIA Awards Program
202-862-6209
© 2016 AAMC. May not be reproduced without permission.
9