2025 PROSE Awards Entry Guidelines

AAP has partnered with Submittable to provide an updated online entry system for 2025 PROSE Awards. Submitters are required to have an online user account at https://manager.submittable.com/signup. The online entry system tracks each entry by the submitter's user account.

Publishers are encouraged to pay the $115.00 fee per entry online using a credit card. All payments must be received by Monday, November 25, 2024 Monday, November 18, 2024 for entries to be eligible.

Online Entry Form Guidelines

Submitters are required to have an online account at https://manager.submittable.com/signup. The new online entry system tracks each entry by the submitter's user account. The online entry system also allows submitters to save and return to their entry prior to submission and payment. 

Information needed to complete the online entry form:

1. Submitter's Phone Number
2. Title of Publication
3. Name of Publisher
4. Entry type, subject category, and URL (if available)
5. Name of author(s) or editor(s)
6. Electronic Review copy (submitted before payment)
   • Upload one (1) review copy file as an annotatable PDF. Unlocked Word documents are not acceptable. 
     • If password protected, please include any required usernames and passwords under the designated fields.
7. Cover art
   • Acceptable file types: PDF, GIF, JPG, JPEG, PNG, TIF, and TIFF)
   • Cover art is used in promotional materials about the PROSE Awards.
8. Answer entry form questions to explain why your entry should win a 2025 PROSE Award.
9. Additional explanatory information about the entry can be provided. This can include:
   • Links to published articles and/or reviews
   • Reader reviews
   • Endorsements
10. Credit card payment.
    • If you need a payment receipt, please email: proseawards@publishers.org
11. Winners will be required to provide physical copies to AAP.

Awards will be mailed to the publisher.

Notification of Finalists and Winners

The winners in each of the five areas of excellence will then compete for the R.R. Hawkins Award, the ultimate winner of a given year’s PROSE Award competition.

Judges will select finalists for each category prior to selecting winners. Finalists will be publicly announced in early 2025 and will be formally recognized as PROSE Awards Finalists – an official designation that marketers may use in their promotional materials.

AAP will reveal and recognize winners for each category. AAP will provide all winners and finalists with respective designations and seals, which may be used publicly on the awarded works in promotional materials.

Finalists will be notified via email in early 2025 prior to being promoted via AAP’s social channels, press releases, and other promotional materials.

Subject category winners, Excellence Award winners, and the R.R. Hawkins Award winner will be announced via AAP’s social media channels, a press release listing all winners will be issued, and the winners will be posted to www.proseawards.com.

Frequently Asked Questions

Can electronic review copies be submitted for a PROSE Award?

Yes, electronic review copies are required for the 2025 PROSE Awards. Electronic review copies are submitted before payment. Submitters are required to upload one (1) review copy file. Annotatable PDFs are preferred. If password protected, please include any required usernames and passwords under the designated fields. Unlocked Word documents are not acceptable.

Judges may request hardcopies during review.

Winners will be required to provide physical copies to AAP.

Can authors submit their own book for a PROSE Award?

No, only publishers can submit an entry for consideration. Authors are encouraged to contact their editors/publishers to determine if their book will be submitted for this year’s competition.

How do I check my organization’s membership status?

Please check the AAP website: https://publishers.org/who-we-are/our-members/  or the AUPresses website: https://aupresses.org/membership/membership-list/ for their respective member lists.

Is there a limit to how many books a publisher can submit?

No, publishers may submit as many books as they like.

Can a publisher submit a book in multiple categories?

Yes, provided there is an entry form and payment for each of the categories.

A book was published after last year’s PROSE Award entry deadline – can it be submitted this year? Only books with a 2024 copyright are eligible for the 2025 PROSE Awards. If a book was published in late 2023, but has a copyright of 2024, you may enter it into the 2025 competition.

My book will be published after the entry deadline – can I submit a galley or advance reader’s copy?

Yes, you may submit a galley or advance reader copy if the book has a 2024 copyright.

What if I am not sure which category fits best?

Submit in the category that best aligns with where you expect to find the book in a library or bookstore. On occasion, a judge may read an entry form or book and determine it is better suited to a different category. The judge will then forward that entry onto the appropriate judge for review.

Where do I include press articles, reviews, endorsements or other supporting information?

Additional information regarding the entry can be uploaded in the section for Additional Information towards the end of the form. 

Will AAP confirm receipt of review copies?

Submitters can log into their user account at https://manager.submittable.com to confirm submission of review copies, as well as payment, cover art, and other submitted attachments.