FAQ: Circle of Excellence

• Who is eligible to participate and what can my institution submit?
• What materials are eligible for entry?
• What does "login" mean?
• How do I enter if I am not already in the CASE database?
• How do I pay for entries?
• Can I re-enter materials that have already received recognition in the Circle of Excellence program?
• The deadline is March 15. Does that mean my entry may be postmarked by that date?
• What awards are offered?
• How many copies of my entry do I need to send to the judging location?
• Will I be notified when my entry materials are received by the judging institution?
• Will my entry be returned?
• Who are the judges?
• If my institution is a winner, how and when will we be notified?
• Will I receive an individual critique of my work?
• What recognition do winners receive?
• I’d like to host a category judging next year. Whom do I contact?
• How can I get publicity for my winning entry?

Who is eligible to participate and what can my institution submit?

Only advancement professionals working at member institutions may enter. Individual entrants do not have to be listed as members in the CASE database, as long as their institution is a member. Educational partners, consultants and freelancers are not eligible unless they partner with the member institution for which the work was produced.

You may enter as many categories as you wish. If applicable, you may also make more than one entry per category or enter the same work in more than one category.

Regional CASE District awards competitions are separate from the Circle of Excellence Awards. Materials entered in your district competition can also be entered in this program.

What materials are eligible for entry?

Unless stated otherwise in the category description, eligible materials must have been produced between Jan. 1, 2012, and Dec. 31, 2012. Ongoing programs are not subject to these date restrictions.

What does "login" mean?

CASE has moved to a login procedure that uses your email address. This process is user friendly and allows for a unified login for access to all areas of the website. To log in, use your email address and your CASE-issued password to enter. If you have forgotten your password or want to change it, use the Retrieve/Reset Password function and follow the instructions.

How do I enter if I am not already in the CASE database?

If this is your first time logging into the CASE website, use the Retrieve/Reset Password function to determine if a current record exists for you. If a record does exist, an email containing your password will be sent to the email address on record.

If no record is found, you will be prompted to complete the user registration form. You will receive your login information via email the same day during regular business hours (Monday–Friday, 9 a.m. to 5 p.m. ET). Outside regular business hours, you will receive login information via email the next business day. If you need immediate access, contact the CASE Member Service Center at +1-202-328-2273 during regular business hours.

How do I pay for my entries?

Entries must be paid for online using credit cards. The fee is $100 per entry.

Can I re-enter materials that have already received recognition in the Circle of Excellence Awards program?

No. Once a program or project has been recognized as a model program, it cannot be re-entered unless significant changes have been made to the original program. Materials that have won on the district level, but not in the international awards program, may be entered.

The deadline is March 15. Does this mean my entry may be postmarked by that date?

All entries must be submitted online by midnight Eastern Time on Saturday, March 16. If a category also requires entrants to mail hard copies, these entries will be eligible as long as they are postmarked by Friday, March 15, and arrive at the appropriate host location by Monday, March 18. Late entries may be disqualified. Be sure to give your entries ample time to arrive at the judging locations. Packages sent by overnight couriers from international locations outside of the United States can take up to a week to arrive.

What awards are offered?

Circle of Excellence judges—advancement practitioners and other professionals—grant awards at four levels: Bronze, Silver, Gold and Grand Gold. Grand Gold awards, which are not always named, are reserved for entries that are clearly pre-eminent among gold-level winners in each category. To ensure that winners represent exceptional work, CASE does not require judges to grant winners in every level for every category.

How many copies of my entry do I need to send to the judging location?

You need to send only one copy of all materials.

Will I be notified when my entry materials were received by the host judging institution?

Entries will be acknowledged only if you include a self-addressed and stamped postcard with your entry package.

Will my entry be returned?

No. All entries become the property of CASE. Please do not send any irreplaceable materials.

Who are the judges?

Judging panels are made up of volunteer advancement professionals and experts from CASE member institutions and those outside of education. All judges are experienced in the field being judged and understand the complexities and challenges therein.

If my institution is a winner, how and when will we be notified?

Judgings take place mainly during the months of March and April. CASE will post all winners on its website in early to mid-June. Winners will be notified by mail no later than the end of June.

Will I receive an individual critique of my work?

Because of the large number of entries and the time limitations of our volunteer judges, CASE cannot offer individual critiques of entries. Each judging panel is asked to produce a Judges’ Report, describing the strengths and weaknesses of the category and why the panel chose the winners. These reports are posted on the CASE website and are available in September.

What recognition do winners receive?

Grand Gold winners

• Honored in a display at CASE’s Summit for Leaders in Advancement in July
• Receive recognition in CURRENTS magazine

All winners

• Receive certificates of achievement
• Listed on the CASE website
• Listed in CASE's annual awards

In addition, heads of institutions receive a congratulatory letter from CASE’s president. Winners have their materials used as models at CASE conferences and as samples by the InfoCenter. Winning entries also become permanent parts of the CASE website.

I’d like to host a category judging next year. Whom do I contact?

CASE is always looking for new volunteers to help with category judging. If you would like to help out, please contact Brian Flahaven, director of legislative, foundation and recognition programs, at flahaven@case.org. Please indicate what type of category you would be interested in judging.

How can I get publicity for my winning entry?

While CASE does not send out news releases for the Circle of Excellence awards, we do put together a media kit with statistics and helpful hints on how to garner publicity for your institution. CASE makes all program statistics available by June. The media kit has several useful templates to help you develop news releases and other press materials for use year round.

For more information, e-mail coe@case.org.