The Responsible Business Awards 2015

The Responsible Business Awards 2015 Terms & Conditions

Terms & Conditions of Entry 1. Eligibility a. General: Subject to the exceptions outlined below all of the categories of the Responsible Business Awards are open to all members of Business in the Community (BITC) and to any other private sector companies, firms, LLPs or partnerships that have a business presence in the UK. By private sector we mean companies that exist to make a profit through the provision of goods or services. Entries are welcome from small, medium and large businesses and from individual business units of larger organisations (with the exception of the Santander Responsible Small Business category). b. Eligibility of Non Private Sector companies: The Responsible Business Awards are not open to voluntary sector organisations or public sector bodies. The only exception being those that are members of BITC. c. Previous winners. The overall Winner in a category from the previous year cannot submit a full entry to the same or equivalent category in the Responsible Business Awards in the following year. For example if a company was the Winner in 2014 they could not submit a new application to the same category in 2015. However, during this period, previous Winners are strongly encouraged to reaccredit their award accolade, and enter other unrelated categories. Highly Commended, Finalists and Shortlisted entries are able to submit full entries in the following year. d. Sponsor Companies. Sponsor companies are eligible to enter the Responsible Business Awards but are not able to enter the category that they are sponsoring. e. Exceptions: The following categories have additional category specific eligibility criteria: i. Responsible Business Award is only open to BITC member businesses. ii. Santander Responsible Small Business Award is only open to small and medium sized businesses that are independent trading organisations (i.e. with no parent company), that are employing fewer than 1,500 people or the full time equivalent, and with a turnover of less than 250m. iii. Some categories are not open to companies based solely outside of the UK. (see downloadable category list available at www.bitc.org.uk/awards or look at each category s eligibility requirements). 2. Multiple Entries Businesses or individual business units may enter more than one category and can also make multiple entries into a single category provided the entries are based on distinct and separate programmes. 3. Submitting Entries All applications must be submitted by registering on BITC s website (www.bitc.org.uk/awards) and uploading a completed Word application form. a. Applicants are advised to upload their entry well before the deadline in the event there are any technical issues that need to be solved. b. We will only be able to guarantee telephone/email support between the hours of 09:30 to 17:00 Monday to Friday.

c. The entry MUST be submitted as a word document, adhere to the word count and be under 2MB in size. d. All entries need to include a statement from the CEO (on application form) and the CEO approval box needs to be ticked (on the online part of submitting your application). e. The deadline for award entries is midnight on Friday 13 February 2015 for ALL award categories. Entries received after this deadline will not be processed. 4. Lost Entries BITC does not take responsibility for entries that are lost, delayed and incomplete or cannot be delivered or uploaded for any technical or other reason. You will receive an automatic email confirming that your entry has been received and will be checked to ensure it meets with the eligibility criteria. Unless you hear from us within 10 working days following the Awards submission deadline on 13 February, your application will then pass onto the assessment stage. Any issues will be raised within this 10 working day period. If you are concerned that your entry has not been received by us, contact awards@bitc.org.uk. 5. Word Count In order to ensure fairness, entries must not exceed the maximum word count stipulated in the application packs and there is no 10% margin). a. Word counts will be calculated using the word count tool in MS Word. b. The word count applies to all words entered into the form by you for sections 2 to 4. c. We reserve the right to delete all words beyond the maximum word count which therefore will not be viewed by the assessors. d. The maximum word count for applications to re-accredit a previous award accolade is 1,300, for all scored sections (sections 2 and 3). e. BITC reserves the right not to process an award entry which contains inadequate or excessive information. We recommend that you abide by guidelines on word counts and file size. 6. Maximum File Size Completed application forms must not exceed 2MB in size. This size allowance will allow for use of normal formatting, tables and diagrams etc but will not allow for the inclusion of large numbers of photographs, graphics or other digital images. a. This rule is enforced through our web-based application system which will not accept entries that exceed the maximum file size. b. If you are going to include images or graphics in your application form (i.e. embedded into the word document), please ensure that they are low resolution so that they do not exceed the file size limit. 7. Case Study Images If you are successful in being shortlisted, we will include on our website a short summary of your programme taken from the information provided in section 1 of your submitted application form. Your company logo will also feature.

If you have been selected as a Finalist, we will produce a full case study of the programme from your entry. To do so we require your company logo, photos or images that reflect the key themes from your case study and/or tell your story and, if possible, a video clip (optional) telling the story of the impact that your programme has had. We ask that you upload your logo at the time of submission. We will contact you at a later date requesting your images and any video footage. 8. Disclosure BITC is committed to sharing good practice amongst its network of members. Should your entry be shortlisted or become a Finalist, the example may be used by BITC to support our campaigns. a. Case Study: The background and summary information gathered in section one of the form is used to develop a short online case study for our website of those entries which become Award Finalists. The information gathered here may be used by our campaigns and Corporate Advisers to share best practice. b. By submitting an award entry you confirm that the information contained within the application form is a true reflection of your work/programme and that BITC has a royaltyfree license to copy, edit, display and publish the material contained within the application form. 9. Closing Date All entries must be submitted by uploading completed application forms (including a partner verification sections where required) at www.bitc.org.uk/awards by midnight on Friday 13 February. 10. Accepted entries After uploading your completed entry you will receive an automatic email to confirm that it has been received. This is not confirmation that your entry has been accepted for assessment. BITC will check entries prior to the assessment panel that they adhere to the eligibility requirements. Only if there are any issues with the entry s eligibility, will you receive an email within 10 working days after the deadline date on 13 February. Otherwise please assume your entry will be passed onto the assessment stage. 11. Chief Executive Sign off By ticking the box in the online web form on submitting your application form, it will be taken as confirmation that you are authorised to act on behalf of your organisation and its Chief Executive, and the information submitted is a true reflection of your business programme and performance. 12. Promotional and Supporting Material Additional hard copy promotional and supporting material is not accepted for any of the categories and should not be submitted as it will not be considered by the assessors.

13. Partner Verification Form Certain categories may require a statement from a third party partner organisation to support and verify their application. The statement should be completed on the form provided (found at the end of the application form) and uploaded with the entry. If the verification form is not properly completed and returned, there will be a delay in your entry being processed. Please note this does not require a signature. 14. Re-accreditation A company that was successful in the Awards in 2014 (or re-accredited their status for the first time in 2014), can apply to re-accredit their status in this year s Awards cycle. The simple reaccreditation process is described on our website here. This status can only be re-accredited twice (in consecutive years), after which the business must re-enter the programme or activity into the full Awards process. Therefore, companies that originally received their award accolade (previously referred to as Big Ticks ) in 2012 and have been re-accredited in 2013 and 2014, must submit a full and new application in the 2015 Awards cycle. 15. Assessment and Judging a. Results: The independent assessors (made up of senior management business peers and other industry experts) are responsible for scoring the entries at assessment panels and deciding which entries will be shortlisted. The top scoring shortlisted entries (a maximum of 6) are then put forward as the Award Finalists for the judging panels. The judges (5 CEO s/board level) are responsible for deciding which of the Finalists are selected as the overall Winner and whether a Highly Commended is also awarded. The judges can also award a small business winner as well as a large business winner where appropriate (see 1.e.ii for definition of small business). b. Feedback: BITC aims to provide all eligible entrants with top line feedback on their entry. i. Feedback is based on the results of the assessment process and the comments made by the independent assessors. ii. BITC Member companies can obtain further feedback on specific sections of their application by arranging time with their Corporate Adviser. iii. Non BITC members can arrange time with BITC to get further feedback within a wider conversation about how BITC can help your organisation. Please contact awards@bitc.org.uk iv. BITC cannot commit at the outset to providing in-depth feedback to all entrants as this level of feedback is dependent upon the resources available. c. Assessor s confidentiality: Each year BITC engage approximately 200 managers, with experience in the subject area, to undertake the assessment process. All assessors receive training before they read and assess entries. Each entry is scored by at least two individual assessors, before a group discussion to decide on which entries will be shortlisted. BITC does not release full details of who has assessed individual entries. All assessors sign a confidentiality agreement and declare any conflicts of interest prior to assessing any entries. d. The Shortlisted: The assessment panel stage determines which entries have demonstrated significant achievement to be shortlisted in this category, and they will be

given a communication pack and Shortlisted planter in order to communicate their achievement in April during BITC s Responsible Business Week (w/c 20 April). e. Award Finalists: Out of the Shortlisted group, the tops-scoring entries will be named as the Award Finalists for this category and asked to attend the Judging stage. They will be given a Finalist planter and communication pack to announce their achievement at end May/beg June, to coincide with the publication of the FT Responsible Business supplement. The Award Finalists will present a 20 min presentation to the Judging panel in central London on 7, 11,12 or 13 May. This will be followed by a 20 min Q&A session. The Finalists will be provided with the names of judges in advance of the judging panel. f. Award Winner: The winner of the category will be decided by the Judging panel at the end of the judging day and announced a BITC s Responsible Business Gala Dinner on 7 July in central London. g. Decisions: the decisions made by assessors and judges are final. 16. Results a. Confidential notification of results. All entries will receive a confidential email with the results of their entry accompanied with their feedback w/c 13 April. The results will be one of the following: i. Shortlisted ii. Finalist iii. Unsuccessful. b. Communications support: The Shortlisted and Finalists will be sent a communications pack and their relevant planter to support their internal and external communications of their achievements. This will include a template press release and hints and tips on maximizing how you profile your achievement including during Responsible Business Week. c. Celebratory events: i. Every successful entrant (Shortlisted and Finalists) is encouraged to attend one of the Regional Responsible Business Galas happening in June across the UK to pick up their trophy and celebrate with their internal and/or external stakeholders. When uploading an application form all entrants will be asked to select the event they would like to attend to receive their award should they be successful. You may want to choose an event near where your office is based, or select the area where the programme described in your entry is having an impact. Please refer to our website for booking information including ticket prices. ii. Every Finalist is also encouraged to attend BITC s Responsible Business Gala Dinner in central London on 7 July where the Award winners will be announced. Please refer to our website for booking information including ticket prices. 17. Other Terms and Conditions a. Costs: BITC accepts no responsibility for any costs associated with entering the Awards, including attendance at the Awards events. There is no admittance fee to enter the award application process.

b. BITC accepts no responsibility for any damage, loss, liabilities, injury, disappointment incurred or suffered by you as a result of entering the Awards or accepting the prize. BITC further disclaims liability for any injury or damage to your or any other person's computer relating to or resulting from participation in or downloading any materials in connection with the Awards. c. BITC is under no obligation to publish or exhibit any entry. d. In consideration of BITC agreeing to consider their entry, each entrant: (a) grants BITC a royalty-free licence to copy, edit, display, publish, broadcast and make available their entry in any format in connection with the Awards or promotion of the Awards (including at www.bitc.org.uk as necessary); (b) agrees that BITC may publish their name in connection with BITC s use of the entry; (c) warrants that the work submitted with their entry is their own or the relevant team's original work, that it is not defamatory and that it shall not infringe any third-party rights including, without limitation, privacy; and (d) agrees that BITC may grant to its partners and/or associated companies a sub-licence of the rights licensed to BITC under these terms and conditions on such terms as BITC shall agree in its sole discretion. e. BITC reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, the Awards or any feature thereof with or without prior notice due to reasons outside its control including, without limitation, in the case of anticipated, suspected, or actual fraud. f. Complaints Procedure. Any complaints about the Responsible Business Awards can be made directly to Business in the Community's Head of Awards by email to Awards@bitc.org.uk. g. Appeal Procedure. Appeals, in conjunction with grounds outlining the reasons for appeal, must be sent to Business in the Community s Head of Awards within 5 working days of receipt of the result. The appeal will be considered by an internal panel of Business in the Community employees comprising of senior colleagues, relevant category experts and the Head of Awards. There is no guarantee that the original result will change, and the decision of the Business in the Community panel is final. h. The Awards and these terms and conditions shall be governed by English law. Business in the Community 137 Shepherdess Walk London N1 7RQ T: +44 (0)20 7566 8650 F: +44 (0)20 7253 1877 E: info@bitc.org.uk November 2014