Judging Protocol

The Golden Hearts Awards Team strives every year to make the judging process as simple and fair as possible. This helps to ensure that the finalists and winners represent the talent and successes we have in our teams and individuals throughout the year at Hull University Teaching Hospitals NHS Trust.

After the closing date all nominations are scored by the pre-judging team using specific criteria, and a shortlist is created for each category. The nominations shortlisted will then go through to the judging panel where the final decisions are made as to who the winners of each category are.

The judging panel is made up of the Trust Executive team, representatives from each Health Group and Directorate, previous Golden Hearts Awards winners and patient representatives.

Judging Timeline

A breakdown of the official judging timeline:

  • Applications Open

    July 2019

  • Applications Reviewed Weekly

    July 2019 – July 2020: submissions (where required) are offered support to improve the quality of the application.

  • Applications Close

    31st July 2020: Reading of all applications by the pre-judging team begins.

  • Pre-Judging

    August 2020: All submissions are read independently by 2 members of the pre-judging team. Both team members score using category criteria. The top 5 scoring applications go forward to the formal judging panels. With the exception of the Outstanding Individual categories which are shortlisted to 3 for the staff vote.

  • Judging Panel and Staff Vote

    Early September: The formal Judging Panel are sent all top 5 scoring applications in all categories, and the final 3 for the Outstanding Individuals to cast their vote. Their Individual categories votes will be weighted fairly against the staff vote.

  • Winners Decided

    Late September: Each judge submits their top 3 in order of 1st, 2nd and 3rd positions. Applications get 10 points for 1st place, 5 points for 2nd place, and 1 point for 3rd place. Overall winners are decided by which application gets the most points based on these ratings.

Pre-Judging Team

The pre-judging team will usually comprise HUTH staff from all or some of the following areas:

  • Human Resources Business Partners
  • Communications Team
  • Organisational Development Team

Pre-Judging Process

The pre-judging process takes place from the closing date for applications in July.

The pre-judging panel are given a maximum of 2 weeks to complete shortlisting and to submit their scores for all applications. All pre-judging is co-ordinated by the Communications and OD teams. If any other individuals are identified for pre-judging, they must be paired with a member of the Communications or OD team to ensure consistency and accuracy of judging. Working in pairs the pre-judges are each allocated 2-3 categories to judge.

Both staff members marking that category must complete the score sheet for each application separately, individually assigning a score for each element. The score sheets for the pre-judging process should be used for all categories.

All scores should then be recorded in a master score sheet, and the top 5 in each category (except the Outstanding Individual categories) highlighted.

If there is a tie in scores and it is not possible to identify a top 5, another pair should then re-mark the whole category and add all of the scores together. If it is still not possible to identify a top 5, the whole pre-judging panel should then review the category and select a top 5.

For the Outstanding Individual categories, the same process is followed, but only the top 3 should be highlighted to go through to the judging panel.

Formal Judging Panel:

The following individuals are all invited to judge the shortlisted entries:

  • Chairman
  • Non-Executive Members
  • Chief Nurse
  • Chief Medical Officer
  • Chief Finance Officer
  • Chief Operating Officer
  • Director of Workforce and OD
  • Director of Strategy and Planning
  • Director of Corporate Affairs
  • Director of Communications
  • Head of Organisational Development
  • Health Group Directors
  • Previous Golden Hearts winners
  • Patient Representatives

Judging Panel Process

The top 3 applications for Outstanding Individuals, and top 5 for all other categories are then submitted to the judging panel which takes place in September.

The judging panel are emailed a pack of the top nominations for each category approximately 2 weeks before the panel takes place. They are asked to choose their top 3 in each category, assigning 10 points for 1st place, 5 points for 2nd place and 1 point for 3rd place.

At the judging panel they are then asked to tell the rest of the panel how they have scored each category, and the scores are recorded in an overall score sheet by the Communications and OD team representatives.

If a judge has scored but is unable to attend the formal panel, they may submit their scores electronically to be recorded before the judging panel takes place.

In the event of a tie for any category, the panel will discuss until they can agree a final top 3 in order.

The Chief Executive of the Trust will remain impartial but act as Chair of the judging panel.  In the event of a tie where the panel are unable to agree a final top 3, the Chief Executive will score the applications fairly and their vote will provide the deciding vote on which team or individual will win. They must vote and their scores recorded to adjust the overall scores accordingly.

The decision of the judging panel is final.

Outstanding Individual Voting Process

The top 3 in each category are selected at pre-judging and go to the judging panel to be scored in the same way as all other categories.

At the same time as the judging panel, the top 3 in each category are also put on the Trust Intranet for a public vote. The vote must remain open for 4 weeks and regularly communicated out to staff.

After the online vote has closed the winner will be decided based on a percentage scoring system. The percentage of votes awarded for each individual from the public vote and from the judging panel will be added together to give an overall score to determine the winner.

In the event of a tie, the Chief Executive of the Trust will be asked to score all applications fairly and their vote will be added to the judging panel scores to determine the overall percentage scored for each individual. This will again be added to the percentages from the public vote to determine the winner. The Chief Executive must vote and their scores recorded to adjust the overall scores accordingly.