Nominations for the award can be made by anyone. A letter of nomination is required highlighting the reason an individual or a group is being nominated. It may be useful to have a brief account of the nominee’s activities, so that the application can be evaluated for its merit. Wherever possible, supporting materials should be submitted along with the nomination letter. These could include: newspaper clippings, photographs, films and so forth. Self-nomination is not accepted. All nominations will be submitted to a three-member award committee. If selected, the committee will invite the individual or the group representative to be present at the award giving ceremony to make a short presentation about their work. The Maja Koene Awards will generally be presented every year at a special function at CESCI, at Natham Road, Majagram, Kadavur, Chathrapatti post, Madurai 625 014, Tamilnadu, India.

The travel and local hospitality of the person coming to receive the award will be the responsibility of CESCI.