Frequently Asked Questions

1. What is the deadline for Stage 1 applications?
2. How long does the Stage 1 application have to be?
3. When will we know if we are finalists? 
4. What is the deadline for Stage 2 applications?
5. What documentation do I need to submit for each of the stages?
6. Can I apply for more than one category?
7. Can I submit an application that has previously won or been highly commended?
8. How do I make sure I submit my project under the correct category?
9. What will happen if I submit my project under the wrong category?
10. Do we have to provide an alternative contact?
11. Have any new categories been added?
12. What is the list of categories?
13. What are the International Green Gown Awards and can I apply for one?
14. Do I have to meet all the requirements under the Conditions of Entry?
15. I cannot open the application form document?
16. Do I have to use the official application form to submit an entry?
17. How will I know if I have won?
18. Do I have to host or present at an event if I win?
19. Why do I have to submit marketing materials at Stage 2?
20. Will I receive feedback if I am unsuccessful at Stage 1?
21. Will I receive feedback if I am unsuccessful at Stage 2?
22. My institution is not in the UK can I still submit an application?
23. Can I apply only for the International Green Gown Awards?
24. I am a Further Education college what categories can I submit an application under?
25. I am not a college or a university – can I still apply?
26. Can third parties apply?
27. What if there are insufficient entries in a category?
28. Who runs the Green Gown Awards?

1. What is the deadline for Stage 1 applications?
The deadline for receiving stage 1 applications is 12 noon on Wednesday 5 June 2019. Any applications received after this date will not be considered. See all deadlines.

2. How long does the Stage 1 application have to be?
The document must be no longer than four pages (plus the cover(s) page, so five pages in total). If you have any supporting material then please do not send this as it will not be considered and the judges will not view it.

3. When will we know if we have been selected as a finalist?
The finalists will be announced on Wednesday 3 July 2019. The information will then be available online and all applicants will be contacted via email, and invited to submit a stage 2 application by 12 noon on Wednesday 11 September 2019. If you believe you have been successful and have not received an email notification by this date, please email greengown@eauc.org.uk. If you are unsuccessful you will also be contacted via email although we cannot guarantee this will be on the 3 July 2019 finalist announcement date. See all deadlines.

4. What is the deadline for Stage 2 applications?
The deadline for receiving stage 2 applications is 12 noon on Wednesday 11 September 2019. All the relevant documentation will be available online to download, after 3 July 2019, and a link will also be provided in your acknowledgement email. Only those entries that have been selected as a finalist are eligible to submit a stage 2 application. See all deadlines.

5. What documentation do I need to submit for each of the stages?
Stage 1 Application Form (either an Organisation Application Form, or Total Reporting Application Form or Individual/Team Application Form). Please do not send any other supporting documents as it will not be considered and the judges will not view it.

Stage 2 – (only open to stage 1 finalist applicants). You need to submit your Stage 2 application form (which will be emailed to you along with judges' questions on 3 July) by noon on 11 September  2019. This year, your case study will be created for you using your stage 1 text and your submitted logo/photograph. We kindly ask each finalist to create a short 2-minute animation (video, vlog, infographic etc.). Deadline for receipt of this is 11 September 2019. Finalists will be emailed further information about this.

6. Can I apply for more than one category?
An institution can submit as many applications as they wish under any category. If you wish to submit two applications under the same category they must be for different initiatives/projects. You may submit the same initiative under different categories, however, you must ensure that you read the criteria for each category to ensure your initiative meets all the necessary requirements. You must declare, on the application form, the other categories you are applying for with the same project.

7. Can I submit an application that has previously won or been highly commended?

Initiatives which won or were highly commended in the previous two years will not be considered for this year’s awards, unless they can provide evidence of further, significant improvement since the last application and this improvement is clearly documented in the application form. They could also consider applying to the Sustainability Institution of the Year category, again provided that there is evidence of further improvement since the last Award. Other initiatives from the institutions concerned, or ones which were previously submitted but unsuccessful, can be re-submitted, again with the condition that they provide documented evidence of further, significant improvements since the previous submission.

8. How do I make sure I submit my project under the correct category?
Please read the Stage 1 Guidance Notes for Participants and criteria. It is vital that you read these as they contain a very comprehensive breakdown of the criteria for each category. This will ensure you submit your application under the correct category. Please choose carefully, as once you submit your entry it cannot be moved to another category. The Awards organisers have the right to refuse applicants for a specific category if insufficient entries are received at Stage 1. Applicants will receive 3 working days’ notice to resubmit their application to an alternative category. If insufficient entries are shortlisted for Stage 2 the Awards organisers have the right to move any shortlisted entries to a suitable alternative category and the applicant will be notified of this when Stage 2 entries are opened.

9. What will happen if I submit my project under the wrong category?
Due to the sheer volume of applications, unfortunately we are unable to move applications from one category to another; therefore it is essential that you submit your entry under the correct category. It is vital that you read the Stage 1 Guidance Notes and the criteria for each category. If your entry is submitted under the incorrect category the judges will dismiss it. However, in exceptional circumstances the organisers do have the right to move an application - with the consent of the applicant - to a more appropriate category.

10. Do we have to provide an alternative contact?
Yes. You must complete all sections of the application form. We have included the alternative contact to ensure there is a point of contact in the event that someone is absent or no longer working at the organisation.

11. Have any new categories been added?
Yes, this year we have updated the categories - Read the full category criteria.

12. What is the list of categories and the category criteria?
Read the full criteria for each category.

13. What are the International Green Gown Awards and can I apply for one?
If you are an institution outside of the UK and Ireland then you can enter a regional Green Gown Award (e.g. Australasia, French speaking Europe and Canada) or if your institution is outside of those regions you can enter the International Green Gown Awards.

Winners from each of the regions are automatically entered into the International Green Gown Awards and will go head-to-head with the rest of the world for the coveted International Green Gown Award. 

There are three categories up for the International Green Gown Award: Benefitting Society, Student Engagement. and Sustainability Institution of the Year. The international judging criteria will be based on a comparison of the projects as a whole, with the ultimate deciding factor being which project has the biggest scale of impact - using stage 2 application submissions.

You cannot apply directly for the International Green Gown Awards if you are in the UK and Ireland. 

14. Do I have to meet all the requirements under the Conditions of Entry?
Yes, the conditions of entry have been written to ensure all applications meet the same general requirements. Please ensure you read then carefully and if you think you may not meet the requirements please reconsider your entry or contact the Green Gown Awards team at greengown@eauc.org.uk for clarification. The Conditions of Entry can be found here.

15. I cannot open the application form document? 
Please use the links here to access the Stage 1 application form and read the Guidance Notes. If you are unable to open the documents please contact greengown@eauc.org.uk as you may have an older version of Word than those on the website. If so we will send you an alternative version for you to complete.

16. Do I have to use the official application form to submit an entry?
Yes. When submitting an entry, the official application form must be used. Please refer to the Conditions of Entry and the Guidance Notes. Please ensure you follow the rules set out within these documents. Applications received that are not in the official application form will not be considered.

17. How will I know if I have won?
The winners and highly commended will be announced at the Green Gown Awards Ceremony in November 2019 (date/venue TBC). All applicants will be notified of the details and there will be an early bird price ticket available up until 11 September as well as EAUC Member only rates.

18. Do I have to host or present at an event if I win?
Possibly. The main ethos of the Green Gown Awards is dissemination and the sharing of good practice for the sector. We aim to ensure the finalists are showcased in a variety of ways, including events such as the EAUC Annual Conference, one of the Partners conferences or separate events. We will encourage all finalists to host a webinar on the Sustainability Exchange to showcase their initiatives. One of the conditions of entry for submitting an application is the rights of the organisers to contact you and ask you to present at an event within the theme you were awarded.

The Awards team will give you plenty of notice if you need to present. If you are asked to present please see this as a very positive opportunity and a chance for you to promote your project/initiative to the wider sector and to generate some very good publicity for your institution. Your project will also be included in a Finalists' Brochure and other marketing materials.

19. Why do I have to submit marketing materials at Stage 2?
We have eliminated most of the paper work. We will ask you to submit your institution's logo and a project image. This is so the Green Gown Awards team can produce a Finalists' Brochure and a case study (text taken from your stage 1 submission) for use prior and during the Awards ceremony and after the event.

The main ethos of the Green Gown Awards is dissemination and sharing good practice – the Finalists' Brochure is a key element of this. All submitted marketing information may be edited by EAUC for use in marketing materials, but the meaning will not be changed in ANY way. By submitting an application you are consenting to the publishing of this information and your logo’s and photos. The Green Gown Awards team do NOT need to contact you for sign off prior to publishing.

20. Will I receive feedback if I am unsuccessful at Stage 1?
The Awards organisers will aim to provide generic feedback, on unsuccessful applications, at Stage 1. However due to the sheer volume of applications, this cannot be guaranteed and specific feedback will not be provided under any circumstances.

21. Will I receive feedback if I am unsuccessful at Stage 2?
The Awards organisers will aim to provide specific feedback, on unsuccessful applications, at stage 2.

22. My institution is not in the UK or Ireland can I still submit an application?
No, not for the UK and Ireland region.

If you are an institution outside of the UK and Ireland then you can enter a regional Green Gown Award (e.g. AustralasiaFrench speaking Europe and Canada) or if your institution is outside of those regions you can enter the International Green Gown Awards.

Winners from each of the regions are automatically entered into the International Green Gown Awards and will go head-to-head with the rest of the world for the coveted International Green Gown Award. 

You cannot apply directly for the International Green Gown Awards if you are in the UK and Ireland. 

23. Can I apply only for the International Green Gown Awards?
(Also see question 13) No. You cannot apply directly for the International Green Gown Awards if you are in the UK and Ireland. 

Winners from each of the regions are automatically entered into the International Green Gown Awards and will go head-to-head with the rest of the world for the coveted International Green Gown Award. 

24. I am a Further Education college what categories can I submit an application under?
Any further education institution is eligible to submit applications under any of the categories. Please ensure you read all the eligible criteria for each category before you submit an application so you are aware of what the judges are looking for, and once submitted applications cannot be moved to another category. Judges are allowed discretion to award up to 2 winners for each category to distinguish between large and small institution applications (measured against an annual turnover of £50 million or below). However, this will only be done when applications are of a high quality – it is not mandatory. 

25. I am not a college or a university – can I still apply?
All categories are open to all post-16 educational institutions (further or higher Education institutions, work-based or adult and community learning providers). 

Applications must be for an individual institution initiative and not for wider sector initiatives. Applications recognising collaboration from multiple institutions are welcomed but must have a leading institution. The Award will be made to the leading institution, however we recognise that partnerships can have a significant role to solving sustainability issues and these will be recognised – if appropriate - in the form of a group/partnership name. If applicable, this must be stated on your application form.

26. Can third parties apply?

Yes. Applications are also encouraged from third parties such as catering suppliers, waste companies, transport providers, accommodation providers, architects etc. working or partnering with post-16 educational institutions. Third party organisations may enter on behalf on an institution, but an institution employee must approve the application. The Award will be made to the institution and not to the third party organisation unless when filling out the application form, you have stated how the partnership should be named in the communication, if selected, as a Finalist.

27. What if there are insufficient entries in a category?
The Awards organisers have the right to refuse applicants for a specific category if insufficient entries are received at the stage 1 process. Applicants will receive 3 working days’ notice to resubmit their application to an alternative category. If insufficient entries are shortlisted for stage 2 the Awards organisers have the right to move any shortlisted entries to a suitable alternative category and the applicant will be notified of this when stage 2 entries are opened.

28. Who runs the Green Gown Awards?
The Green Gown Awards are administered and run by EAUC and are governed by a cross agency steering group.

Have a question which is not listed here? Then please email us at greengown@eauc.org.uk.