SayPro Competition Setup: Submission Process: The team will create a submission form

SayPro Competition Setup: Submission Process

The SayPro team will develop a detailed and efficient Poem Submission Process for the Surname Poem Competition, ensuring ease of use for all participants. The process will be streamlined through a dedicated online submission form that collects all the necessary information for each entry. Here’s an overview of the submission process:

1. Submission Form Structure

The submission form will be designed to gather key details from participants, ensuring that all required information is submitted correctly. The form will include the following sections:

• Personal Details:
  • Full Name: A field where participants will provide their first and last name.
  • Email Address: A required field to enable communication, feedback, and the announcement of results.
  • Contact Number (Optional): An optional field for participants who prefer to provide a contact number for emergency or follow-up purposes.
• Poem Details:
  • Poem Title: A field to enter the title of the poem. This will help categorize and identify the poem throughout the competition.
  • Surname Being Referenced: This section will ask participants to specify the surname that is being referenced or explored in the poem. It is essential to ensure that the theme of the poem aligns with the competition’s focus on surnames.
• Poem Submission:
  • Poem Text: A large text box or an upload option to submit the poem. Participants can either copy and paste their poem directly into the text box or upload it as a text file (e.g., Word document, .txt, or PDF) based on the platform’s supported formats.
  • Word/Character Limit: The form will include a clear indication of the word or character limit for the poem (e.g., 300 words or fewer). This ensures that all submissions adhere to competition rules.
• Additional Information (Optional):
  • Poem Context or Description: An optional field for participants to provide additional context or a brief description of their poem, such as the inspiration behind the choice of surname or any specific meaning they wish to convey.

2. Submission Guidelines & Instructions

Next to each field, participants will find a guide or instruction explaining what is required. The platform will include the following key instructions:

• Formatting: Participants will be informed about any formatting guidelines (e.g., font type, size, etc.). They will be reminded to ensure that the text is well-written and properly formatted for readability.
• Surnames: A brief note will remind participants that the poem must center on a surname (either the participant’s own or someone else’s) and should reflect the significance, meaning, or personal story behind it.
• Proofreading: A gentle reminder to review and proofread their poem before submission. This will help ensure that there are no grammatical errors and that the poem is presented in the best possible way.

3. Poem Review and Final Submission

• Review Section: After completing the submission form, participants will be taken to a final review page. Here, they can double-check all the information they’ve entered—personal details, poem title, surname referenced, and the poem text itself.
• Edit Option: If any mistakes are spotted during review, participants can edit their form before submitting.
• Submit Button: Once satisfied, participants will click a “Submit” button to complete the process. A confirmation message will appear, confirming that their poem has been successfully submitted and thanking them for their participation.

4. Confirmation and Acknowledgment

Once the poem is submitted:

• Email Confirmation: Participants will receive an automatic email confirmation that includes a summary of their submission (name, poem title, and surname referenced), along with a reminder of the competition’s rules and the submission deadline.
• Deadline Reminders: The platform will send automated email reminders to participants before the submission deadline, ensuring that those who have not yet submitted their entries have a chance to do so.

5. Feedback Mechanism

After the judging process, participants can expect to receive feedback from the judges. The platform will notify them via email when their feedback is available for viewing. This feedback will be accessible through a secure feedback portal linked to their participant account.

6. Additional Features for Streamlined Process

• Save and Continue Later: Participants will have the option to save their progress and complete the submission at a later time, especially if they need to finalize their poem or gather additional details.
• Social Media Integration: To increase engagement, the submission form will allow participants to share their involvement in the competition on social media, providing a way to promote their entry and encourage others to participate.
• Multilingual Support (Optional): If SayPro wants to extend the competition globally, the platform may include the option for the form to be available in multiple languages, allowing non-English speaking participants to take part.

This submission process aims to make participation in the Surname Poem Competition easy, efficient, and rewarding for all involved. By developing a well-organized and easy-to-navigate platform, SayPro will ensure a seamless experience for participants from start to finish.