Ditmar rules

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This article details the Ditmar rules.

1.0 Preamble

1.1 The Australian SF ("Ditmar") Awards recognise excellence in Science Fiction, Fantasy and Horror by Australians.

2.0 Categories

2.1 Professional Categories: Best Novel; Best Novella or Novelette; Best Short Story; Best Collected Work; Best Artwork.
2.2 Fan Categories: Best Fan Writer; Best Fan Artist; Best Fan Publication in any Medium.
2.3 Special Award for works not eligible in existing categories: William Atheling Jr Award for Criticism or Review; Best New Talent.

3.0 Eligibility Criteria

3.1 Timeliness: Works and achievements are eligible if they occurred or were first published or released anywhere in the world in an edition dated in the calendar year immediately preceding the year the award is held, or dated after the opening of nominations for the year immediately preceding the year the award is held if that is earlier than the start of that year (but after the close of that year).
3.2 Australianness: Nominees are eligible if they were Australian citizens or residents in the year their nominated work was released.
3.3 Eligibility of committee members: The awards will be administered by a sub-committee of the Standing Committee of the Business Meeting of the National Australian Science Fiction Convention, and the members of the sub-committee will not be eligible for an award. The Standing Committee shall rule on issues of conflict of interest.
3.4 Novel: A Novel is any work of sf/f/h of more than 40,000 words.
3.5 Novella or Novelette: A Novella or Novelette is any work of sf/f/h of 7,500 to 40,000 words.
3.6 Short Story: A Short Story is any work of sf/f/h less than 7,500 words.
3.7 Collected Work: A collected work is a sf/f/h collection or anthology, magazine or journal, ezine or webzine which must pay contributors in other than contributor copies and incidentals, or the editor/s of which declare the work to be professional. At least one edition of a collected work must have been issued in the eligible calendar year.
3.8 Best Artwork: An artwork is a single work or series of related works of art in any medium other than text.
3.9 Fan Writer and Fan Artist: These awards are made to writers or artists for a work or body of work first published, released, or made available for public viewing in the eligible calendar year. The writer or artist must have received no payment other than contributor copies and other incidentals (coffee mug, t-shirt, poster, etc.)
3.10 Fan Publication: This award is for work in any medium first published, released, or made available for public viewing in the eligible calendar year. The writer or artist must have received no payment. Eligible works include, but are not limited to, a periodical, journal, fanzine, ezine or webzine.
3.11 Best New Talent: The Best New Talent award recognises excellence of achievement in any field of the genre by an individual who has not been nominated for a recognised award three or more years before the year the award is held. Recognised awards include but are not limited to: Australian SF ("Ditmar") Awards, WA SF Achievement Awards (Tin Ducks), Aurealis, Hugo and Nebula Awards. An individual is only eligible for two consecutive years.
3.12 The William Atheling Jr Award: The William Atheling Jr Award is for the writing or editing of a work or related work of criticism or review pertaining to the genres of science fiction, fantasy, and horror.

4.0 Nomination Process

4.1 Eligible nominators and voters: Nominations will be accepted only from natural persons active in fandom, or from full or supporting members of the national convention of the year of the award. Where a nominator may not be known to the Awards subcommittee, the nominator should provide the name of someone known to the subcommittee who can vouch for the nominator’s eligibility.
4.2 A nomination may list any number of works or persons in any number of categories, but each listing must meet the criteria for its category, and a nomination may list each work or person only once. Where a listing does not meet the criteria of its category or is incomplete, the committee may correct it or remove it from the nomination. All nominations must include the name of the nominator.
4.3 Timing of Nominations: Nominations shall be accepted for a minimum of 30 days. Postal nominations shall be counted as valid based on postmark or receipt, whichever is earliest, if received before the final deadline set by the committee.

5.0 Final Ballot

5.1 Number of finalists: The five nominees with the most nominations shall appear on the final ballot. In the event of a tie for fifth place, up to seven finalists may appear on the final ballot. In the event of a four-way tie (or more) for fifth place, only the top four finalists shall appear on the ballot.
5.2 Minimum nominations for finalists: To appear on the ballot a finalist must attract a minimum of four nominations in the Professional and Best New Talent categories, or two in the Fan and other Special Awards category (the William Atheling Jr Award).
5.3 Minimum finalists for categories: At the subcommittee’s discretion, in the event that there are fewer than four finalists in the Novella or Novelette and Short Story categories, these categories may be merged into a single category called Short Fiction.
5.4 Order of finalists: Finalists shall appear in randomised order.
5.5 No Award: “No Award” shall appear last on the ballot for all categories.

6.0 Voting

6.1 Preferential Voting: Voting in each category shall take place according to a preferential system.
6.2 Eligibility: Votes will be accepted only from full members or supporting members or memberships greater than or equal in value to the supporting membership of the convention, or those eligible to vote as members of the previous year's national convention. Any individual is only eligible to vote once.
6.3 Tied Winners: In the event of a tie for winner in any category, all tied works will be deemed to have won the award.
6.4 Timing: Voting shall be open for a minimum of 30 days. Voting periods may differ for postal ballots and other ballots. Postal ballots shall be counted as valid based on postmark or receipt, whichever is earlier, if received before the deadline for other ballots or the deadline for final receipt set by the committee.
6.5 Votes for nominees not listed on the official ballot will be invalid and no additions or alterations to the nominees will be recognised.

7.0 The Physical Nature of the Trophy

7.1 Finalist Certificates: All finalists shall receive an A4 certificate honouring their achievement.
7.2 The Trophy: Ditmar winners shall receive a standard trophy.

8.0 Appendix: Possible Future Changes

Future amendments to this document were foreshadowed at the Natcon Business Meeting of 26 April 2000 and revised at Convergence 2002, Swancon 2003 and Convergence 2007.
8.1 Withdrawal from Consideration: It is foreshadowed that formal rules should be put in place to direct the Ditmar committee to advise nominees of their nomination and give them the opportunity to withdraw that nomination before the ballot is printed. Further, the membership be advised of any such withdrawal. It was agreed to leave the matter on the table for possible debate in 2003.
8.2 The Physical Nature of the Trophy: It is foreshadowed that in future Ditmar awards, the trophies shall be of a physical form that is constant from year to year. The design shall be in the proportions of 1:4:9 (the proportions of the monolith in 2001) and shall include a motif of the Southern Cross. Possibilities include the popular Lewis Morley design and the 2003 Ditmar Awards.
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