Filling out the DETAILED Nominee Information Form – FAQ

Canada’s Clean50 Awards

Individual and Emerging Leader Awards

Frequently Asked Questions

 

DEADLINES SET:

The deadline for nominations has been extended to  JULY 12, 2017 Anyone nominated after July 1 has until end of day JULY 14th to complete this LONG form or a week from the date they are notified of their nomination, whichever is the later date. No further extensions will be given.

ELIGIBILITY

** Our nominee won before. Can they win again?

Yes! If the nominee is a former Clean50 honouree, please do not include accomplishments for which the nominee has already been honoured except those that have been replicated since March 2015 or March 2016 as the case may be (the Clean50 announced in 2015 were only assessed for contributions up to March of 2015 – those announced in September 2016 were assessed for contributions up to March 2016). After being named to the Clean50 four times, honourees will be considered and reported annually as “Life Members”, but will no longer be eligible to be part of the primary list.

** What activities are considered/eligible?

PLEASE ANSWER ALL QUESTIONS AS IF THE PHRASE “Between January 1, 2015 and March 31, 2017….” PRECEDED THE QUESTION, unless otherwise instructed. Activities which began before January 1 2015 or continue after March 31, 2017 may be considered as well; however, the work must have been completed in the time frame and the results tabulated from completion through March 31st.

** Is there a separate form for the Emerging Leaders award?

No – nominees for the Emerging Leaders category should select the Clean50 category most appropriate to the activities they believe best demonstrate their accomplishments, and respond to those questions. Emerging Leaders will first be judged relative to the full Clean50 category for which they are best suited. Only if they are not selected for the individual Clean50 award will they be compared to all others who are eligible in the Emerging Leader category.

** How old can I be and still be an “Emerging Leader”?

Emerging Leaders will be considered for accomplishments completed before their 35th birthday, and within the dates as framed above (January 1, 2015 to March 31, 2017). For example, if the Emerging Leader nominee turned 35 in October 2015, only accomplishments between Jan 1, 2015 and October 2015 would be considered in the Emerging Leader category.  ALL work completed prior to March 31, 2017 will be considered for the “full” Clean50 Award.

** I don’t know which category is best for me. Can I enter in two?

Yes. If you wish to be considered in two categories, please answer fully first in your “second choice” category, and then at the conclusion of those questions, when asked if you have entered in each category you wish to, say NO and you will be returned to select another category.  NOTE: please submit for your BEST/most appropriate category LAST.

** There was no single, clear leader associated with my work; can a team win a Clean50 Award?

This award recognizes leadership: it is an individual award for the leader, rather than an organizational award or a team award. However, if the work completed was exceptional and there is no way to identify a leader, you may nominate a small team (maximum four people). In that case, nominate the “team lead” and then enter the team members’ names on the extra pages as provided (there is room for up to three additional names and data at the end of the form). PLEASE DO NOT try and subvert the form by, for example, combining multiple first names in the spot for first name, or by putting someone’s full name under ‘first name’ and a second nominee under ‘family name’.  This only serves to totally mess up the system and will guarantee we consider someone else! Please note: teams will have a much harder time being selected to the top Clean16 Award.

** How will I know if I won?

Once the selection is complete, honourees will be contacted.  Our goal is before August 20th.  Honourees will be required to formally accept the honour within five business days, and sign and accept the terms of an agreement as provided to them at the time of their notification.  Once all selections are finalized and honourees have accepted, other nominees will be notified.  If you are not available between July 25 and August 20, please make sure someone is monitoring your email.  IF YOU FAIL TO RESPOND OR ACCEPT THE AGREEMENT IN A TIMELY FASHION, the offer to become a member of the Clean50 may be withdrawn.  Further, if we don’t get an agreed upon self-description and photo by August 25th, Delta Management will retain the discretion as to what to print.

FILLING OUT THE FORM/TECHNICAL QUESTIONS

** Who may fill out the detailed nomination form?

The detailed nomination form may be completed by either the nominee, or someone with full knowledge of the nominee’s accomplishments and the organization’s sustainability metrics and with permission from the nominee to commit the nominee’s time with respect to their Summit attendance (taking place on September 28, 2017) and also ongoing engagement with the Clean50. While commitment to Summit attendance is not mandatory, and we are all aware that “life happens”, subsequently reneging on a firm commitment is not well received, and may in some cases result in the offer of an award being rescinded, or changed from a Clean16 to a Clean50 award.

To be awarded a Clean50 Award, the nominee themselves will be required to stipulate that the claims made are as accurate as reasonably possible, and not knowingly in error.

** Can’t I just send you my CSR Report?

Please DO NOT – DO NOT – DO NOT refer us to your CSR report.  Answer our questions.  The only external “stuff” we need is your picture!  You may draw our attention to a CSR report as additional backup if you wish, but please keep in mind we care about the *individual* and their contribution to sustainability, and the package we give to our advisory board (aka judges) will not include anything not included on our submission form.

** Can’t I just upload a bio or a CV?

Please DO NOT attempt to upload a full bio or a CSR report, in whole or in part.  You can create a link to reports further down the form and email us a bio or resume if need be.  However, we will not consider responses which are incomplete on their own.  The only material provided to our Panel will be responses from the Detailed form, and is often reviewed (mid-summer) in places with no internet access.

** Can I “save” my form responses and complete them later? Can I know all the questions in advance so I can prepare?

Unfortunately Google Forms does not allow use of a “save / save draft” function.  To get around this, we suggest you email us (clean50@deltamanagement.com or gpitchford@deltamanagement.com) and we will send you a WORD version of the form, so you can prepare and then cut and paste your responses into the form when you are completely prepared.  DO NOT submit only the Word version instead as we are unable to process it properly. However, if you do care to submit it IN ADDITION, you may do so by emailing a word doc entitled “c50 – NOMINEE LAST NAME – First name”  (i.e. “c50-SUZUKI-David”) to gpitchford@deltamanagement.com.

** Will the form expire? What if I make a mistake?

Once you start, there is no time limit for completing the form (beyond the deadline date). Simply ensure you keep it open in your browser until complete. If you find yourself in the wrong question stream (i.e. Primary Resources instead of Public Sector) go back by using the BACK button at the BOTTOM of the page (NOT the ‘back’ button in your browser).  If you make an error you will be able to edit it, even after submission, by accessing the form on-line or by emailing an update/correction to gpitchford@deltamanagement.com.

** Must I answer every question?

Some questions may not apply – or you may not wish to answer.  If that is the situation, simply enter N/A or “no response” accordingly.  We have set virtuallyall questions as “required” to ensure you at least see and respond to all questions and don’t overlook one by mistake. You may elect to skip questions if you feel the content is irrelevant to the Clean50 honour in your nominee’s case – or for competitive/confidentiality reasons. If that data is essential we may call you to discuss. Keep in mind that we also consider the company’s actions when measuring the leadership of the individual nominee and determining the results, but it is the individual’s actions and impacts that are the primary criteria. Obviously, the more complete the nomination form is, the better the chances of selection. We anticipate that some people may not complete the entire form, but please do your best.

** How much information are you expecting?

Unless specifically requested, we anticipate a typical response to any question will usually be a maximum of 200 words but some may run more at your discretion.  We appreciate a full explanation, metrics where available, and an explanation of impacts – or the “why” – why something is important!  Please do not assume expert knowledge on our part. Often Nominees tell us about a particular accomplishment, but we fail to truly “get it” or understand why it’s important in their particular industry.  So…help us understand! We will carefully read all that you submit.  Please also answer the actual question we asked (often we get detailed responses to questions we haven’t asked yet – but will later in the form).  Finally, please note that Google appears to sometimes arbitrarily determine that long responses exceed some random predetermined limit.  We have been unsuccessful in correcting this error or determining the threshold.  So long as your answers rarely exceed 200 words, you should be fine.

** Any last advice for filling in the form?

Why yes, actually!
Please do not describe yourself as a “sought after speaker”, an “active blogger”, or a “visionary”.  We don’t care if you have a million Twitter followers – unless you can prove that your tweets motivated them to do something we can measure. If you want to reference those activities, be sure to tie them to the real-world results (beyond collecting “LIKE”s on Facebook) that your activities have produced.  For example: if your blog produced a list of commitments from your readers who then reported back on their activities – that is something we can measure.  That they clicked or “liked” is not.

The Clean50 Award is not about popularity. It’s about measurable results. We want to know what the IMPACT of your speech is (beyond your personal contribution to climate change), the ACTIONS your blogging can be shown to have inspired, and the RESULTS from realizing your vision. These awards are for measurable impacts – not for collecting twitter followers.  If you do have a gazillion Twitter followers, then you need to have them provide you with specific details of the activities they have undertaken as a result of your Tweeted inspiration

A couple more “DON’Ts”: Please don’t tell us you are passionate about the environment (that is assumed) or about your parental status (not relevant).  However, the fact you “walk” (or bike) the talk might be… for example the fact you bike 20K to work 4 days out of 5 might be relevant.  The fact you don’t own a car – or that you retrofitted your home with solar or ground source energy might also be of interest.  Finally, please resist the urge to tell us about anything you or your company did prior to 2015 unless expressly tied to the results you are now reporting.

AWARD ACCEPTANCE and SUMMIT LOGISTICS

** I cannot personally pick up my award – can I send someone in my place? Do you ship the awards?

 Our policy is that we do NOT mail or ship the awards. They must be picked up in person by the honouree or a designate, either at the Summit or elsewhere at an otherwise mutually convenient time.

** What if the Honouree can’t attend and my team was a huge part of what we accomplished?  What about other team members?

Honourees are entitled to send an alternate in their place. They may also invite a team member or members to accompany them, and to participate to the extent space permits (first come first served), in all activities at the Summit. However, those individuals (alternates and team members) will be charged for their participation, as are alumni honourees (supported by HP).  For Summit 7.0, alternates and team members 2-4 will be charged $495 for the full day (special rates are sometimes made available for students and NGO / NFPs – inquire if appropriate and you are named).

** Can I bring a guest to the Summit?

There is a cost of approximately $495 for additional summit attendees, alternates sent in an honouree’s stead, second or subsequent team members, and/or additional team members. Additional Summit attendees’ may only attend if there is sufficient room.

** Do you cover travel costs or other expenses related to Summit attendance?

 We do not cover travel or other expenses related to Summit attendance.  There is no cost to be nominated or considered for an award, nor is there a cost to attend the Summit itself for individual honourees; however, costs associated with getting to the Summit are the responsibility of the honouree, as is the cost of parking.

SPONSORSHIP and LICENSING

** Is there any cost to be considered for the award?

Short answer: “No”. Delta Management Group is pleased to act as the primary champion and steward of the Clean50, and we have several partners, including the Globe and Mail as our Media Partner, and HP Canada as our Clean50 Alumni Engagement Partner, Unilever, Enwave, and Bullfrog amongst others. We, and our partners, underwrite the costs associated with:

– The physical award itself (a handsome plaque fashioned from a combination of bamboo and the Canadian “Maple Leaf Forever Tree” many honourees display proudly on their walls)

– The participation of the actual individual honouree (or one member of a team) at the Summit

– Inclusion of all the Clean50 honourees’ names and pictures in the Globe and Mail

– Inclusion of ALL of the honourees’ pictures and brief bio in the Summit program

– Publicizing the award and the nomination process

– The extensive screening process that nominees undergo

– The cost for Clean50 alumni to come back to the Summit each year

– Transportation from the Royal Canadian Yacht Club (RCYC) tender dock to the RCYC Island clubhouse

We do not cover the costs of travel to Toronto, the RCYC, nor accommodation expenses.

** Is there any cost to ACCEPT the award?

Again – short answer “No”.

However, all honourees when offered the award are required to sign a license agreement that governs how they may identify themselves as a Clean50 honouree if they wish to accept the award, and before their award can or will be made public. Any honouree who wishes to self identify as a Clean50, Clean16 or Clean50 Emerging Leader honouree – or whose organization wishes to in any way publicize the fact that their employee has won a Clean50 award – is required to pay a nominal licensing fee, in exchange for which they are entitled to both use the “Clean50″ wordmark, and display the appropriate Clean50 logo in a non commercial fashion (i.e. on a resume, or Linked-In profile) in perpetuity and to wear the Clean50 pin in perpetuity.  Any fee paid is a one-time fee for the honouree’s lifetime.

Ongoing use of the Clean50 wordmark or logo by the organization employing the honouree requires payment of a commercial use licensing fee, which varies by type of honouree’s organization and the form of use desired, ranging from under $100 (ENGOs) to $1,395 (non B corp incorporated companies). Payment of the fees helps defer some of the significant costs incurred by the organizers, and is only required if the organization wishes to publicize their receipt of the Clean50 Awards. Costs are subject to change, and increase slightly after the Summit and award ceremony.

** How can our organization get involved with the Clean50 awards?

If your organization would be interested in supporting the Clean50 awards and, more importantly, the ongoing work of the Clean50, we would be pleased to hear from you. Please note: sponsorship information is never shared with the advisors and so will have no effect whatsoever on honouree selection. However, sponsorship will guarantee that your story and commitment to advancing sustainability are noticed!  We are hugely grateful to: HP Canada, the Globe and Mail, Unilever, Bullfrog, and Enwave for being our early supporters this year, and are pleased to work with any sustainability-conscious / responsible organization to support our mutual objectives.

PRIVACY POLICY

** What happens to the data you collect?

The background data on Clean50 award nomination forms will be treated as confidential and will not be openly published, but will be retained in perpetuity and used to validate and, if successful, publicly describe honourees’ accomplishments. This means that all data submitted needs to be accurate, complete, and not subject to any confidentiality restrictions unless explicitly identified. Names and associated coordinate data may be shared with; Delta Management personnel, the Clean50 advisory team, and Clean50 Summit organizers as required to determine Clean50 honourees and for the purposes of event coordination/planning. Delta and the Clean50 may also make use of the email coordinates provided to contact anyone listed about the Clean50.  Of note: less than 1% of all our nominees later “unsubscribe”.  We are very respectful of both your time and privacy.

** Will Delta Management share my contact data with other Summit attendees or Sponsors?

The Clean50 mailing list is not shared with any other party as a list, except that contact coordinates of honourees will be shared with other honourees, past, present and future upon request. On an individual request basis, where there is clear value to the nominee, Delta Management may make introductions. For example, if through a nomination we become aware of a nominee’s unique clean tech product, or consulting offering, we may introduce a prospective customer / client to the nominee.

Delta Management also works with category champions to prepare and send out a single unique message about our category champion to nominees in their category.  These are one-time messages usually of interest to the category nominees.  A list of nominees in a particular category(ies) may be shared with the sponsor / champion of that category. This helps our category sponsors and supporters in delivering their specific message to those specific category nominees.  The only data shared is company name, nominee name and title, email address and phone When explicit permission is given, data will be shared with the Globe and Mail.  Any resumes submitted in support of a nomination will be retained separately from any others Delta has on file – and will not be shared with anyone at any time, ever, without the individual’s express permission.

** What if I have important data I want considered, but which must remain confidential? 

ALL data submitted is used to determine ultimate honourees and may be made public unless specifically and clearly identified as confidential.  Obviously if too much relevant information is withheld/confidential, we will have a difficult time defending the prospective honouree receiving the award, so if marking information as confidential, the information should be able to be made available to the public in September 2017.

** What will get published?

Honourees will be given the ability to amend their descriptions in conjunction with Delta, before any data about the honouree appears publicly. Prospective honourees are encouraged to submit high-resolution photos via email NOW. Photos should be portrait in nature, high resolution, at least 1000 X 1400 pixels, and cropped to be on a 5×7 ratio and be 85% “face” rather than a full body shot. Take a look at existing photos on the website for composition objectives. Please observe the requirements as noted later in this form – notably – send us only a single picture, make sure it is on a ratio of 5×7 – and name it as described below in more detail – i.e. “GOODALL Jane.jpg” or “GORE Al.bmp”

HEY! YOU MISSED MY QUESTION!!

If you wish to ask questions please contact us via email: clean50@deltamanagement.com or via telephone: Gavin Pitchford; 416.925.2005 x 2300. We are VERY approachable! If you need help or clarification, please don’t hesitate to call or send an email to gpitchford@deltamanagement.com. And remember – the questions are a start – the follow up conversation will allow for clarification and discussion.Good Luck!  We look forward to speaking with you soon.

(c) Delta Management Group 2017