In the Land of Oz, the Wizard deftly managed affairs from behind a velvet curtain. Similarly, while we’re scrambling to finish our GH manuscripts, Carol Ritter, RWA’s professional relations manager, ensures the contest runs smoothly. Join me as Carol takes a few minutes from her hectic schedule and lets us peek behind RWA’s curtain.  

Carol joined RWA after serving for nine years as vice-president of operations and standards of the Better Business Bureau of Houston and South Texas. In addition to administering the Golden Heart and RITA contests, some of her other responsibilities include reviewing boilerplate contracts to see if publishers meet RWA’s standards as non-subsidy, non-vanity presses and handling member complaints against publishers and agents. Carol is a graduate of Stephen F. Austin State University and is an avid reader. She and her husband and three daughters share their home with four dogs, two cats, a turtle, and a goldfish.

• Finalling in the Golden Heart is a huge honor and garners instant prestige. How has RWA managed to create such a mystique for this contest?

The writers probably have a lot to do with establishing its reputation. Even before I came to RWA, I remember reading books and the bios of well-known authors would mention finaling in the Golden Heart. If it’s important enough to be included in a bio, it becomes significant, adding to contest recognition.

• The amount of work coordinating the Golden Heart is staggering. It seems finalists just finish celebrating and RWA staff (eight fulltime members) are already planning next year’s contest. How many staff members are involved in its administration and what is the busiest time?

True! As soon as we have final round scores, staff prepares a contest report for the Board meeting in July and often there are changes to the rules. Once the contest opens for entries, Donna (the receptionist) and I can handle the initial packets; however, during the last few weeks it gets hectic and all staff pitch in and help. We receive approximately eighty percent of the entries in the last week and every disc need to be checked for readability and word count.

• How do you physically make room for all the manuscripts?

Before we moved into our new building, space was cramped. There was no extra room, and staff literally tripped over manuscripts and RITA books. Now, it’s great. Because of the Board of Directors and Allison Kelley’s strict financial management, RWA was able to purchase a building and there are now separate rooms for both the Golden Heart and RITA entries. There are movable shelves and multiple aisles, and everything can be kept organized until entries are ready to ship for judging.

• Entries are currently capped at 1200 manuscripts. In 2009, there were 901 entries for 10 categories ranging from a high of 152 entries in the Elements category to a low of 29 entries in the Contemporary Series Suspense/Adventure. What is the average number of submissions received and has the maximum number ever been reached?

The cap was raised from 1000 to 1200 when the RITA was raised, and GH numbers are generally consistent.

• First-round judges are General RWA members and receive their entries by mail. The top 10 percent of each category advance to the final round.  Do you mail entries to overseas judges or do you prefer they live in North America? Has there ever been a situation where a judge failed to send in their scores?

Because our membership is worldwide, we use worldwide judges although package delivery is expensive. We box and send the manuscripts out after Christmas so it’s less hectic for the delivery service. It takes about three days to prepare the contest packets for delivery.  We send multiple reminder emails to judges asking for their scores and, if necessary, will send a packet to an alternate judge.

• For the final round, there are three judges. Are the manuscripts scored in the same manner as the preliminary round (1-9) and are the scores averaged or is there another system? Has there ever been a tie and how was it broken?

The final round is scored in ordinals. There wasn’t a tie last year, but if necessary, a tie would be broken by weighting the scores as set out in RWA’s Policy & Procedures manual. (Sec. 95.2)

• The final-round GH entries are judged by a panel consisting of (in order of preference) three editors or two editors and a PAN-eligible published member. Are there any requirements regarding the publishing houses? Is it difficult to recruit editors or are they eager to read the manuscripts? Do the same editors always judge and are they usually junior editors?

Publishing houses must be in good standing and it’s most important that an editor is a dependable judge. Time is tight as winners’ names are required for engraving and printing. Generally, editors look forward to the opportunity of judging and many of the final judges are senior editors.

• Several Ruby Sisters received requests for fulls from final round judges. Since the requesting judge may never be known, it’s possible finalists have booked their Conference pitch to an editor who has already read, and rejected, their manuscript. Why are the editors’ identities kept secret?

Before the winners are determined, all contest details are confidential. Following, the identity of final round judges is kept secret out of courtesy to the judges unless the editor states his/her identity can be revealed. Once scores are delivered, requested fulls are sent and editor information provided–if that is the judge’s wish.

• Are any statistics kept as to how many Golden Heart finalists move on to be published?

We don’t keep those stats although The Golden Network may have that information.

• The entry fee for the Golden Heart is $50 and electronic submissions are not acceptable. Are there any plans to change this fee or to accept electronic entries?

The contest has been designed to pay for itself and set up to break even. There has been some discussion about using electronic methods although this depends on budget and would be determined by the Board.

Thanks, Carol! Good luck to all writers packaging up a manuscript this year. Hope they make RWA’s GH room safely. Leave a comment and one lucky guest, drawn at random, will receive a $15 Barnes and Noble gift card.