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1.1 Group Seneschal

      1. Every group must have a seneschal.
      2. To receive a warrant, the warrant form on the Atlantia.sca.org website should be sent to the Regional Deputy Seneschal stating the outgoing seneschal's intent to resign and the nominee's willingness to accept the office. The warrant request must include the nominee's SCA and legal names, complete address, telephone numbers (day and evening), and times most easily reached by phone, membership number, type, and expiration date. It requires the signatures of both the outgoing seneschal and the nominee and two other group officers. In the case of a Barony, the signature/s of the current Baronage is required. Should this be impossible (due, for example, to the death, severe illness, or disappearance of the outgoing seneschal) a letter of explanation should be presented to the Kingdom Seneschal, signed by at least two group officers. Please remember that all officers are appointed by the Crown and the corresponding Officer of State. Letters regarding a change in the seneschal should say: "The people of X request that Y be appointed as the senescha l", not "Y is the new seneschal of X". In accordance with Corpora, all seneschals must be paid members of the SCA, and must have ready access to the kingdom newsletter. Seneschals are considered "Acting" once their request for a warrant has been received by a regional seneschal. Seneschals are warranted when they are listed in the Acorn.
      3. Every seneschal should check his or her listing in each month's Acorn to be sure that the information there is accurate, current, complete, and should notify the Kingdom Seneschal promptly of any changes. Any contact information changes are to be sent concurrently to the Kingdom Seneschal and the Kingdom Chronicler.
      4. Every seneschal should have a deputy, who should be prepared to take over the seneschal's office on short notice. The deputy Seneschal of every branch should be warranted in the same manner listed in 1.1.2. The Kingdom Seneschal is to be notified of any change in the deputy's name, address, or telephone number.
      5. Each seneschal shall be warranted for a term of two years. A seneschal may request re-warranting for a second two-year term, not to exceed a total of four consecutive years in office. No seneschal may hold any other office, at any level, unless the other office requires so little work as to not interfere with the seneschal's duties AND no one else can be found to fill it. The Seneschal must request approval from the Kingdom Seneschal to hold any additional office. No territorial Baron or Baroness may be seneschal of his/her Barony or of any College or Canton therein.
      6. All branch seneschals and deputies of the Kingdom Seneschal must have regular daily access to e-mail and to the World Wide Web. All seneschals must also be willing to participate in the branch seneschals electronic list.
      7. All seneschals and candidates for seneschal warrants must be subjects of Atlantia by residence or treaty as described in the governing documents.
      8. All seneschals must attend the Seneschal 101 class on the duties of the seneschal and the Seneschal 102 class on SCA policy and procedure within 90 days of assuming the office. This may be done at an Atlantian University or by appointment with the Kingdom Seneschal or a Regional Seneschal to be done at another Atlantian Event. Seneschals must take this class with every renewal of a warrant.

1.2 Duties

      1. The seneschal shall act as the president of the local chapter of the SCA, Inc. The seneschal is responsible for filing all reports and signed event waiver materials, as required by the Kingdom Seneschal.
      2. Every seneschal is expected to attend meetings of the Curia Regis. He/she may send a representative with a written proxy, or may send a letter to the King and Queen stating that he/she cannot attend. The letter should outline the seneschal's opinions concerning items on the agenda. Any seneschal who is not represented at Curia should not expect to be otherwise consulted on items to be addressed in Curia.
      3. Every seneschal is expected to attend Unevent. He/she may send a representative with a written proxy.
      4. A seneschal shall represent other officers under the following circumstances: When a required office is vacant, the seneschal of the group is responsible for filing any reports required of the missing officer. When the office of the Chancellor of the Exchequer (Treasurer) is vacant, the seneschal is responsible for filing the annual tax report and any interim reports required by the Kingdom Exchequer.
      5. While the seneschal is responsible for confirming group officer transition with that office's kingdom superior, the seneschal does not select any group officers.
      6. Event stewards/autocrats are considered to be deputies of the local Seneschal for the duration of the event. The seneschal shall have every event steward/ autocrat complete an Event Steward warrant (found on the Atlantia.sca.org website.) This document will be kept in the branch seneschal’s files with the other documents relating to the event for 7 years.

1.3 Submission of Reports and Waivers

      1. Reports: It is the duty of the local seneschal to keep the Kingdom Seneschal informed of local developments.
        1. Quarterly reports are due on January 5 (for the period October 1 – December 31), April 5 (for the period January 1 - March 31), July 8 (for the period April 1 – June 31) and October 5 (July 1 – September 30). Reports shall be sent via the Atlantian Seneschal online report system. In the event that the online system is down or a Seneschal is temporarily unable to access the system, email or hardcopy reports will be accepted. Written reports should be legibly written on 8-1/2" X 11" paper and reports should include, at a minimum, the following information:
          • The date
          • The group name
          • The quarter for which the report is being submitted
          • Seneschal's (and deputy's) SCA and legal names, mailing addresses, telephone numbers, addresses (if available), membership numbers, and expiration dates
          • Estimated number of active members and estimated number of paid members in the group.
          • A list of all other officers and any unfilled offices.

          Thereafter, the report should describe any events/demos held by the group during the reporting period, a list of any regular practices/meetings/workshops held, anything special your group did and should be noticed for, any noticeable change (up or down) in the level of local activity, and any change in local officers. In addition, reports should include any group goals for the upcoming quarter(s), any problems experienced (and their resolution if any) and any suggestions for the Kingdom Seneschal.

        2. Interim reports should be submitted to the Kingdom Seneschal and/or regional seneschals in the event of emergencies or major problems arising within the group, or in the group's interaction with modern non-SCA entities.
        3. Seneschals are to send copies of the quarterly seneschal reports to the Kingdom Chatelaine and Chancellor of Youth Activities if these offices are not filled for their group.
        4. Canton and College Seneschals must provide a copy of their report to their Baronial counterpart, in addition to the regional seneschal.
        5. Seneschals of Colleges (which are based at an institution or facility and not zip code of residence) should include a membership list of modern names with group reports, which will define residency.
        6. A group that misses two consecutive reporting cycles should be prepared to provide good reasons why its seneschal should not be replaced, or the seneschal will be recommended to the Crown for removal and the group recommended for suspension. Groups with a pattern of missing/late reports may be recommended for dissolution.
      2. Waivers: It is the duty of the responsible seneschal to file signed waivers with the Kingdom Waiver Secretary to ensure their proper long-term storage in accordance with corporate policies.
        1. Event Waivers: Any waiver signed during the course of an official Society event will be collected by the seneschal of the hosting group at the completion of the event. 1 All signed event waivers and a completed event waiver report will be submitted to the Kingdom Waiver Secretary within fourteen calendar days of the completion of the event.
        2. Fighter Practice Waivers: In the event that a group has no warranted marshal or is not hosting fighting practices, the seneschal will complete a fighter practice waiver report, certifying that no fighter practice waivers were collected, and submit it to the Kingdom Waiver Secretary. An electronic fighter practice waiver report may be accepted at the discretion of the Kingdom Waiver Secretary.
          1. The fighter practice waiver report will be submitted on a quarterly basis, in accordance with the following schedule: Due April 15 (for fighter practices held between January 1 - March 31); July 15 (April 1 - June 30); October 15 (July 1 - September 30); and January 15 (October 1 - December 31).
          2. Groups hosting fighter practices must submit those waivers on the same quarterly basis to the Kingdom Waiver Secretary.
        3. Late- or non-submission of waiver materials: If waiver materials have not been received by the Kingdom Waiver Secretary by the due date, the seneschal of the hosting group will be issued a warning, and may be granted a grace period of up to fourteen days.
          1. The seneschal of the hosting group may submit a request for a grace period to the Kingdom Waiver Secretary, which will be granted at his or her discretion.
          2. In the event of partial or total catastrophic loss of waiver materials, the seneschal of the hosting group may submit a request for release from waiver filing requirements to the Kingdom Waiver Secretary for that event or fighter practice period.
          3. In the event that the waiver materials have not been received within the authorized period, and no release from waiver filing requirements has been granted, the group will be recommended for sanctions to the Kingdom Seneschal.
      3. Every group should file its own reports and waiver materials, i.e., Baronies should report baronial activities, not Canton activities, and Cantons should report independently.
      4. The seneschal may delegate submission of these reports or waiver materials to a deputy, but it is the seneschal's responsibility to see that the reports are filed.

1.4 Incipient Branches

      1. Incipient branches have no official status or territory until they advance to full status.
      2. Society members who wish to form a branch or advance an existing branch or group of branches in status must first determine whether the area they have in mind is eligible for such treatment, decide upon established borders (enclosing a single, contiguous area), and choose a branch designation. This process shall involve consultation with the Kingdom, Regional, and Principality (if any) Seneschal, and with the Seneschals of any nearby branches.
      3. Determine that the proposed region has sufficient membership and interest to indicate the ability to sustain minimum membership requirements.
      4. Members of the proposed region must have copies of the Atlantian Great Book of Law, the Atlantian Book of Policy, The SCA Organizational Handbook, and the Known World Handbook.
      5. The appropriate Great Officers of Atlantia must be contacted to obtain approval for, at a minimum, the respective required officers.
      6. A consensus must be reached as to a proposed name (and device, where required and/or desired), and heraldry should be submitted to the College of Arms as defined by the Atlantian College of Arms.
      7. Upon completion of the above tasks, the group must file a New Branch Application (New Branch Applications are available from the Regional Seneschal), which includes indication that the above requirements have been met, a map clearly showing the proposed boundaries, and those boundaries of the surrounding groups, and letters from the seneschals of all groups bordering and/or potentially affected by the change, and indication of approval from the appropriate Great Officers.
      8. All paperwork must be sent to the Seneschal of the branch with jurisdiction over the area (as defined by kingdom law and custom), who shall review it and forward it to the Kingdom Seneschal (through any designated representative) with a recommendation.
      9. A group will be recognized as "incipient" and listed in the Regnum when it has:
        • Met all prerequisites for incipiency.
        • Submitted a complete New Branch Application.
        • Met the minimum officer requirements as listed in Corpora.
      10. The president of the incipient group shall be considered a deputy seneschal of the sponsoring group, and shall perform all functions required of other seneschals, which includes the filing of reports and waiver materials.
      11. An incipient group must fulfill the following requirements for advancement to full status: Have a consensus among members in the area favoring establishment of the proposed branch.
        • Have a name (and device, where required) registered with the College of Arms.
        • Continue to meet the minimum officer requirements as specified in Corpora.
        • Sustain minimum membership requirements as defined in Corpora.
        • Host at least one society event under the sponsorship of an established group.
        • Have continued in good standing for at least one year after filing the New Branch Application.
      12. After all requirements are met, the populace of the affected area must prepare a petition to request the group be elevated to full status, setting forth the proportion of their numbers favoring the move, and the manner in which the requirements have been met, and send it to the appropriate representative. The Kingdom Seneschal shall review the petition and proceed as per Corpora.
      13. Incipient groups that miss two consecutive reporting cycles and/or that are suspended for more than one reporting cycle should be prepared to provide good reasons why they should not be disbanded.

1.5 Group Definitions & Responsibilities

      1. Group boundaries are defined by zip codes. People residing in a group's zip codes are counted as members of that group for the purpose of minimum membership for group status, pollings for group status changes, etc.
      2. Except in unusual circumstances, no new group will be approved within 50 miles or an hour's driving time of an established group.
      3. All events must be sponsored by a group. Any group sponsoring an event within another group's boundaries must obtain the consent of the other group's seneschal.

1.6 Reserved

      1. No Further Text

1.7 Chancellor of Youth Activities

      1. The Purpose of the Family and Youth Programs.
        1. To facilitate the education of youth about the SCA and history within the SCA period; support and encourage the participation of youth in age- appropriate activities; provide activities for all youth and to help parents encourage their children and teens to become an active and vital part of the SCA; and assist Seneschals, Chatelaines, Autocrats, Youth Officers, and Coordinators in providing and/or organizing classes, educational activities, and opportunities for all youth to become more involved within the SCA.
      2. Duties and Responsibilities of the Chancellor of Youth Activities
        1. To act as the Kingdom liaison for and oversee non-combat related youth programs and related websites; and to establish and develop policies/guidelines for non-combat related youth programs within Atlantia.
        2. To keep all Youth Officers and the Seneschallate notified of relevant changes to the office, to provide resources, and facilitate communication between offices. (For groups without a Local Youth Officer, the office of the Seneschal shall be responsible for the duties of the Local Youth Officer.)
        3. To report, as required, to the Special Deputy for Family and Youth Programs and to the Kingdom Seneschal.
        4. To ensure the coordination of Youth Activities at Kingdom-level events, Atlantian-sponsored activities at inter-kingdom wars, universities, and collegia.
        5. To maintain and publish a current roster of all Regional Vice-Chancellors of Youth, Local Youth Officers, and Youth Officers-at-large, in Atlantia.
        6. To verify that all youth officers maintain a current SCA background check.
      3. Duties and Responsibilities of Youth Officers
        1. The Vice-Chancellor of the Pages’ Academy. To manage and support the Pages’ Academy and ensuring the program enhances the Kingdom’s Family and Youth Program; serve as the Kingdom-level liaison for the Pages’ Academy; and ensure the facilitation of Page classes, activities, and inductions.
        2. Regional Vice-Chancellors of Youth
          1. A warranted Youth Officer that assists the Chancellor of Family and Youth Programs with notifying Local Youth Officers of relevant changes to the office, facilitating communication between offices, and assisting with providing support and resource materials to Local Youth Officers.
          2. To coordinate with their local Seneschals, Chatelaines, Chancellor of Family and Youth Programs, Autocrats, and Youth Activities Coordinators on providing age-appropriate and historically interesting activities, and provide current information about the Kingdom’s Family and Youth Programs to members, newcomers, and the general public.
          3. To ensure that Youth Activities are available for groups and at events sponsored by groups where there is not a local Youth Officer. If a local group within the region does not have a local Youth Officer, the Regional Vice-Chancellor of Youth will assist that group, as appropriate. Regional Vice-Chancellors of Youth will hold the Local Youth Officer position for their local Shire or Barony.
          4. To ensure that they run activities at events for the youth of the Kingdom twice a year for the duration of their warrant/ background check.
        3. Local Youth Officers
          1. Local groups are encouraged to maintain a warranted Youth Officer for their branch in order to establish and oversee all youth programs as appropriate for their group. The Youth Officer serves as a deputy to the Seneschal and should work closely with that office regarding educational programs for youth.
          2. To coordinate with their local Seneschal, Chatelaine, Chancellor of Family and Youth Programs, Regional Vice-Chancellor of Youth, Autocrats, and Youth Activities Coordinators on providing age-appropriate and historically interesting activities, and provide current information about the Kingdom’s Family and Youth Programs to members, newcomers, and the general public.
          3. To ensure that they run activities at events for the youth of the Kingdom twice a year for the duration of their warrant/ background check.
        4. Youth Officers-at-Large
          1. Youth Officers-at-large are not warranted officers. They are volunteers within the Kingdom that assist with facilitating Youth Activities, and coordination with local Youth Officers and the Chancellor of Family and Youth Programs.
          2. To ensure that they run activities at events for the youth of the Kingdome twice a year for the duration of their background check.
      4. Warrant and Background Check Requirements
        1. All Youth Officers must be at least 18 years of age, a paid member of the SCA, and must receive a background check that has been approved by Corporate.
        2. All warrant requests for Local Youth Officers must be approved by the local Seneschal. (Warrant request and background check paperwork can be found at the Chancellor of Family and Youth Programs page on Atlantia’s web site:)
        3. Warrant requests and background checks must be processed through the Chancellor of Family and Youth Programs. A Youth Officer will receive a letter from Corporate when their background check has been approved. Warrants are for the duration of the approved back ground check. If a Youth Officer intends to renew their warrant/background check, it is advised that they start the process, at a minimum, 2-3 months prior to the date of expiration of the warrant/background check.
      5. Reporting and Training
        1. It is required of all warranted Youth Officers to keep the Chancellor of Family and Youth Programs informed of developments related to youth programming and activities through regular reports. The reporting schedule shall be the same as that of the Office of the Seneschal; quarterly reports are due on January 5 (for the period October 1 – December 31), April 5 (for the period January 1 - March 31), July 8 (for the period April 1 – June 31) and October 5 (July 1 – September 30), and an additional end-of-year report. If there is no activity related to youth programming during a specific period, specify such in the report.
        2. It is required of all Children Officers-at-large and/or Coordinators of Youth Activities at events, to report any youth programming or activities that they have facilitated by sending a report within days of the activity to the Chancellor of Family and Youth Programs and event Autocrat.
        3. Reports should be legibly written or sent electronically to the Chancellor of Family and Youth Programs and must include, at a minimum, the following information: The date for which the report is being submitted, either quarter dates or event date
          • Youth Officer’s SCA and legal names, officer title/position, mailing address, telephone number, email address (if available), membership number, and expiration date
          • Summary of activities that occurred during the reported time period, either quarter or end of year
          • Summary of planned future activities
          • Any issues, questions, or concerns
      6. Participant’s/Parents’ Responsibilities
        1. The responsibility for minors lies solely on the parent or legal guardian (or temporary guardian) at SCA activities. See the minimum standards listed in section of the Great Book of Law for the Kingdom of Atlantia.
        2. Youth Activities is intended for children age five (5) through ten ().
        3. Minors under the age of five (5) (and/or not toilet trained) must have a parent/guardian or other responsible party present at Youth Activities at all times.
        4. Minors that are eleven () years of age and younger must be checked inn on periodically during any youth programming or activity; and Minors that are thirteen (13) years of age or younger are not suitable child-minders for younger children.
        5. Participants must be signed in/out of all youth programming or activities with complete and correct information, by a parent, guardian, or other responsible party or they will not be allowed to participate; and must be picked up no later than 15 minutes after the posted close of Youth Activities.
        6. Youth should not bring personal articles with them while attending supervised Youth Activities and the Coordinator will not be responsible for lost, broken, or stolen items.
        7. Youth who are disruptive, abusive, endangering themselves, or endangering others during youth programming or activities will receive one verbal request to stop the specific behavior. Continued disruption will result in the minor being returned to the parent/guardian. If problems persist with a youth, the matter may be reported to the appropriate group Seneschal and/or Autocrat for action.
        8. Parents should make a donation of supplies and/or contribute volunteer hours to youth programming or activities.
      7. Concerning Minors and Events. See the standards listed in Section of the Great Book of Law for the Kingdom of Atlantia.
      8. Warrant and Background Check Requirements
        1. A “Coordinator” is the volunteer selected by the Autocrat to run Youth Activities at a specific event. This individual shall be at least 18 years of age and will wear a nametag or other item that clearly identifies them as the Coordinator. The Coordinator will communicate with the Chancellor of Family and Youth Programs or their Regional Vice-Chancellor of Youth to ensure they understand the current policies and law regarding Youth Activities and minors.
        2. The Coordinator is not required to have a background check. However, at least one “background-checked” individual must be present at the event where they are coordinating Youth Activities. That background-checked individual must check in on the Youth Activities several times during the scheduled activity.
        3. The Society’s “two-deep” requirement must be upheld at all times during Youth Activities. These individuals may not be related or live in the same household.
        4. There may be a helper present with the Coordinator during the open hours of the Youth Activities. Helpers cannot be left in charge of the Youth Activities. All helpers need to wear identifying nametags or other items that clearly identify them as associated with helping at the Youth Activities.
        5. No adult/older teen shall ever be alone with a single child; and minors are never to be left unattended while participating in Youth Activities.
        6. See “Participant’s/Parents’ Responsibilities” in this policy for guidelines that must be followed by participants, parents, and guardians.
        7. Coordinators and their helpers will not physically discipline minors at Youth Activities.
        8. The Coordinator has the right to refuse to allow a disruptive youth back into the activities.
        9. If a minor is badly hurt or bleeding, the Coordinator or other volunteer will take the minor to get first aid and get the parent/ guardian. If this can’t be done simultaneously, care will be sought first. If the youth is only mildly hurt (a bruise/bump and is crying for attention), the Coordinator or a helper should take the minor to their parent/guardian for treatment.
        10. Coordinators must use a sign-in/out sheet for all youth programming or activities. (See the Chancellor of Family and Youth Programs web site for the required form )
      9. Youth Activities at Demos. All the policies for Youth Activities must be followed. Additionally, non-SCA minors must be accompanied by a parent/guardian or other responsible party at all times; and Coordinators or helpers may not accompany non-SCA minors to the bathroom.

1.8 Kingdom Waiver Secretary Duties and Responsibilities

      1. Supervise and coordinate the collection and storage of signed waivers in accordance with corporate policies.
        1. Read and understand corporate policies, and keep apprised of any changes pertaining to the collection and storage of signed waivers.
        2. Assist the Kingdom Seneschal in publishing and maintaining Kingdom waiver submissions policies.
        3. Maintain and publish a U.S. Postal mailing address, phone number, and e-mail address for contacting the Kingdom Waiver Secretary.
        4. Assist the Kingdom Seneschal in publishing clear guidance on waiver submissions. Instruct group seneschals on waiver submissions duties. Publish and update forms used by group seneschals for the submission of signed waivers.
          1. Notify the seneschal of a hosting group if waiver materials have not been received for an event or fighter practice period by the due date. Notify the Kingdom Earl Marshal in the event that fighter practice waiver materials have not been received by the due date.
          2. At his or her own discretion, approve requests for release from waiver submissions requirements due to catastrophic loss of waiver materials. Notify the seneschal of the hosting group and the Kingdom Seneschal of acceptance of release from waiver submissions requirements due to catastrophic loss of waiver materials.
          3. In the event that event waiver materials have not been received by the end of all officially granted grace periods, and no release from waiver submissions requirements has been approved, refer the group to the Kingdom Seneschal for sanctions due to noncompliance with waiver submissions policies. Notify the Kingdom Seneschal and seneschal of the hosting group when waiver materials have been received.
          4. In the event that fighter practice waiver materials have not been received by the end of all officially granted grace periods, and no release from waiver submissions requirements has been approved, refer the group to the Kingdom Earl Marshal for sanctions due to noncompliance with waiver submissions policies. The Waiver deputy will notify the Kingdom Earl Marshal and seneschal of the hosting group when waiver materials have been received.
          5. Investigate groups with a history of sanctions, or indication of other possible misconduct pertaining to waiver policies, with the assistance of the Kingdom Seneschal, and, where appropriate, the Kingdom Earl Marshal and Kingdom Minister of the Lists. Refer groups with a pattern of missing/late waiver submissions to the Kingdom Seneschal for sanctions.
        5. Store all submitted waiver materials, including event waivers and fighter practice waivers, in an organized manner.
          1. Hold all submitted adult event or fighter practice waivers for a minimum period of seven years, and hold all submitted minor event or fighter practice waivers for a minimum period of twenty years.
          2. Document the status of event or fighter practice waivers (pending, filed, late, or lost), as well as for what length of time waivers from a particular event or fighter practice period have been stored.
          3. Make waiver materials for any filed event or fighter practice accessible as requested by the Kingdom Seneschal.
        6. Submit a quarterly report to the Kingdom Seneschal on the status of waivers in the Kingdom.

1.9 Deputy Kingdom Event Bid Coordinator

      1. The Deputy Kingdom Event Bid Coordinator (DKEBC) is responsible for managing the state of all kingdom event bids that are the responsibility of the seneschal's office.
      2. The DKEBC shall encourage and receive bids from varying regions of the kingdom. When there are insufficient bids, the DKEBC shall actively solicit bids from groups.
      3. The DKEBC shall report to the Kingdom Seneschal monthly on the status of current kingdom event bids.
      4. The DKEBC shall provide copies of all kingdom event bids to the Crown and Kingdom Seneschal.
      5. The Kingdom Events Deputy will solicit the input of the following officers:
        1. Kingdom Minister of the Arts and Sciences concerning Kingdom Arts and Science Festival
        2. The Chancellor of the University of Atlantia concerning University sessions.
        3. The Dean of Youth concerning the Tournament of Chivalry.
      6. Kingdom events shall rotate among the Southern, Central, and Northern areas
        1. The Northern Region will consist of the Barony of Bright Hills, Barony of Dun Carraig, Barony of Highland Foorde, Barony of Lochmere, Shire of Roxbury Mill, Shire of Spiaggia Levantina, Barony of Storvik, Barony of Stierbach, and Barony of Ponte Alto.
        2. The Central Region will consist of the Barony of Black Diamond, Barony of Marinus, Barony of Tir-y-Don, Barony of Caer Mear, Shire of Berley Cort, and Shire of Isenfir.
        3. The Southern Region will consist of the Shire of Border Vale Keep, Barony of Hawkwood, Barony of Sacred Stone, Barony of Raven’s Cove, Barony of Hidden Mountain, Barony of Windmaster’s Hill, Barony of Nottinghill Coill, Shire of Seareach, and Shire of Cathanar.

1.10 Deputy Seneschal for Media Relations

      1. Purpose: To ensure that all information provided to organized news media is presented professionally and conveys a true, accurate, and unbiased sense of the purpose and intent of the SCA in accordance with the society media relations policy.
      2. Definitions
        1. Organized News Media as stated under the society media relations policy.
        2. Media Relations - as stated under the society media relations policy.
        3. Reportable Media event - as stated under the society media relations policy
      3. Responsibilities of the Kingdom Deputy Seneschal for Media Relations
        1. Maintain a working knowledge of Media Relations documents and notify local officers of changes.
        2. To act as liaison to organized news media on behalf of the Kingdom of Atlantia at or regarding Kingdom sponsored events and activities.
        3. To disseminate society prepared press materials for kingdom use; to author and disseminate Kingdom-specific materials; and to author and disseminate or approve event-specific materials, as needed.
        4. Quarterly reports are due on April 15 (for the period January 1 - March 31); July 15 (April 1 - June 30); October 15 (July 1 - September 30) and January 15 (October 1 - December 31) to the Kingdom Seneschal and the Society's Assistant Vice President for Media Relations. Reports must include all reportable media events as defined in media relations policy, including, but not limited to, contact from a Media representative for the purpose of doing a news story, column, or media presentation; a SCA Branch or representative wishing to publicize an event or activity in modern media venues; an unfortunate occurrence. Reports must include: date of activity, location, modern and society names (if applicable) of all contacts, and description of activity.
        5. Copies of stories, articles, newscasts, and/or televised features must be forwarded to the Deputy Society Seneschal for Media Relations for retention in the Knowledge Base.
        6. Unfortunate occurrences that might result in media coverage, including but not limited to, severe Injury or fatality; incident resulting in official law enforcement being summoned to an SCA activity; and negative news resulting in the organization being displayed in an unfortunate light e.g. destruction of property, prominent member retained on criminal charges, etc. must be reported within seven days to the Kingdom Seneschal and the Society's Assistant Vice President for Media Relations. Report must include, but not limited to, SCA and modern name of member, specifics on occurrence, degree of police and/or media involvement.
      4. Responsibilities of Local Seneschals
        1. The local branch seneschal is responsible for all Organized News Media contact at the branch level. Duties may be delegated to members who meet society media relations criteria.
        2. The seneschal must:
          1. Follow Society and Kingdom Media Relations policies, practices, and procedures.
          2. Utilize approved Society or Kingdom press materials.
          3. Contact the Kingdom Deputy Seneschal for Media Relations for creation or approval of event specific materials, when desired.
          4. Report to the Kingdom Deputy Seneschal for Media Relations within seven days of a Reportable Media Event as described in, but not limited to, Society Media Relations policy. Report must include date of activity; location; modern and society names (if applicable) of all contacts; Barony, Canton, and Shire affiliation (if applicable); and description of activity.
          5. Unfortunate occurrences that might result in media coverage, including but not limited to, severe Injury or fatality; incident resulting in official law enforcement being summoned to an SCA activity; and negative news resulting in the organization being displayed in an unfortunate light e.g. destruction of property, prominent member retained on criminal charges, etc.; must be reported within seven days to the Kingdom Deputy Seneschal for Media Relations. Report must include, but not limited to, SCA and modern name of member, specifics on occurrence, and degree of police and/or media involvement.

1.11 Policy on Alcohol at Events

      1. When a site written contract is silent on alcohol, branches may not publish in any announcement that alcohol is permitted or excluded and may not sponsor activities related to alcohol. In order to have SCA sponsored activities which require the use of alcohol such as brewing and vinting competitions, the written contract must be revised giving permission. Verbal authorization is not sufficient. However, the SCA will not prohibit or monitor the responsible use of alcohol by individuals at these sites.
      2. Site contracts that include alcohol permission may be advertised as such.
      3. Sites with alcohol prohibitions will be advertised as dry sites and the seneschal and event steward will be responsible for maintenance of the signed contract. Exceptions to the contract must be in writing from the site owner or contractual authority.

End FAQ

Date Friday, 27 December 2019 21:48 File Size 248.56 KB Download 2,485

This is the December 2019 supplement to the full Atlantian Book of Policy. We will be adding this to the existing Book of Policy in the next few days as it becomes available. 

2.1 Structure

      1. The Triton Principal Herald is the administrative head of the Atlantian College of Heralds and Scribes, and is warranted jointly by the Crown of Atlantia and the Society Herald as a Great Officer of State.
      2. The Triton Principal Herald is responsible for overseeing heraldic and scribal activities within the Kingdom, and for reporting to the Crown of Atlantia and the Society Herald as a Great Officer of State.
      3. Triton’s Staff consists of the Golden Dolphin Herald, the Finsterwald Pursuivant, and the Undine Pursuivant, as well as any other heralds who may be named to Triton’s Staff for such purposes as deemed necessary.
        1. The Golden Dolphin Herald is in charge of submissions of names and armory for the Kingdom of Atlantia. The Golden Dolphin Herald is warranted jointly by the Crown of Atlantia and the Triton Principal Herald as an Officer of State.
        2. The Finsterwald Pursuivant is the Clerk of the Order of Precedence, and is in charge of the recording of awards given by the Crown of Atlantia, and in maintaining the Order of Precedence. The Finsterwald Pursuivant is warranted jointly by the Crown of Atlantia and the Triton Principal Herald as an Officer of State.
        3. The Undine Pursuivant is the Clerk of the Signet, and is in charge of overseeing the production of scrolls in the Kingdom, as well as any other Kingdom documents that may be requested by the Crown. The Undine Pursuivant is warranted jointly by the Crown of Atlantia and the Triton Principal Herald as an Officer of State.
      4. The Atlantian College of Heralds and Scribes consists of the Triton Principal Herald, Triton’s Staff, and all warranted heralds and scribes in the Kingdom of Atlantia. The current structure of the College can be found on the Atlantian College of Heralds website (herald.atlantia.sca.org)

2.2 Purpose

      1. The Atlantian College of Heralds and Scribes exists to provide heraldic and scribal services to the Crown and the people of Atlantia; to allow individuals interested in heraldry and scribal arts to improve their knowledge and skills while serving the Kingdom; and to continue to advance the Kingdoms and the Society’s knowledge and practice of heraldry and scribal arts.

2.3 New Groups

      1. When a new branch is being formed, it is suggested that the group’s proposed seneschal or herald contact the Triton Principal Herald at the same time that they contact the Kingdom Seneschal for necessary paperwork. As a new branch needs both a name and a device, Triton can then work with the group to come up with registerable items.

2.4 Warranting

      1. Each barony or larger branch in the Kingdom of Atlantia must have a warranted herald as an officer. It is suggested that all branches maintain a warranted, local herald.
      2. To become a warranted herald in the Kingdom of Atlantia, a letter of request should be sent to the Triton Principal Herald stating an intention to be a warranted herald. An email letter is acceptable. This letter of request must include the following information:
        • Modern name
        • SCA name
        • Full mailing address
        • Telephone number
        • Email address
        • SCA membership number and expiration date

        SCA Membership is required for all branch heralds, per Kingdom law. At-large heralds are not required to be SCA members, but they are highly encouraged to be.

      3. Branch heralds should include a letter from the outgoing herald stating that it is his/her intention to resign, and/or a letter from the seneschal confirming the branch’s request for a warranted herald. This can all be one letter signed by the appropriate parties. An email letter is acceptable.
      4. Triton may also warrant interested individuals as heralds-at-large. At-large heralds are not officers of a branch. They report directly to Triton.
      5. Warrants consist of two-year terms that are renewable upon request assuming previous positive representation of the College and SCA heraldic arts.
        1. It is recommended that branch heralds not serve more than two consecutive terms. Exceptions must be approved by Triton.
      6. In order to maintain their warrant, heralds must complete one hour of continuing education approved by Triton in each calendar year.
      7. Warrants may be removed for just and stated cause by Triton. The Crown must be consulted if it is deemed necessary to revoke warrants for Officers of State (Golden Dolphin, Finsterwald, and Undine).

2.5 Quarterly Reports

      1. All warranted heralds must file quarterly reports to maintain their warrants. Quarterly reports are sent to the Reporting Herald (Kraken) and to Triton, with courtesy copies going to the appropriate branch seneschals, if applicable.
      2. Reports are due on the following schedule:
        Quarter Quarter Covers: Report Due:
        1st Jan 1 - Mar 31 Apr 30
        2nd Apr 1 - Jun 30 Jul 31
        3rd Jul 1 - Sep 30 Oct 31
        4th Oct 1 - Dec 31 Jan 31
      3. An online report form can be found on the Atlantian Herald’s website (herald.atlantia.sca.org). If any herald is unable to use the online form, they should contact Kraken or Triton directly.
      4. Missing two reports in a row is considered grounds for removal of warrant

2.6 The College of Heralds

      1. All warranted heralds are representatives of the College of Heralds & Scribes. Branch heralds are the representatives of the College of Heralds & Scribes for their branch and the primary point of contact for heraldic matters.
      2. Branch heralds or their deputies should attempt to attend local meetings and/or events to be available to answer heraldic questions and help with local submissions. If the local herald does not know the answer to the question, he or she should direct any inquiries to Triton Staff for answers.
      3. When processing submissions, branch and at-large heralds should check them for completeness before accepting payment. This includes the correct number and type of forms, documentation, and the payment of correct fees. If possible, the herald should also check submissions to make sure they meet all of the Society’s requirements and notify the submitted of any potential problems. Submission fees and types of payment are referenced in the Submission Procedure of these policies.
      4. The receiving herald must forward submissions and payments to Golden Dolphin in a timely manner, not to exceed fourteen (14) days

2.7 Submission Procedure

      1. All Atlantian submissions should be made with the assistance of a warranted Atlantian herald, or from an approved consult table in order to reduce the number of corrections Golden Dolphin must make. Exceptions to this procedure can be made only on a case-by-case basis.
      2. Given the changing nature of submissions requirements as the College of Arms makes better use of current technologies, the most up-to-date Atlantian submissions requirements can be found on the Atlantian Heralds Web Page at http://herald.atlantia.sca.org/submissions/
      3. The cost of a submission, which must be included with the submission, is $10.00 per submission element (name, device, badge, etc.). Submission packages with insufficient monies, with an insufficient number of forms, with illegible forms or forms that are not filled out with dark ink will be returned to the submitting herald.
      4. No submission is complete without payment of the appropriate fees. Fees may be paid by a check or money order from the submitter made out to "SCA Inc., College of Heralds of Atlantia." Any other form of payment (e.g., cash) must be made through an authorized Society bank account with the amounts shown in quarterly reports as a transfer to the College of Heralds of Atlantia.
      5. Heralds may not use their own cash, checks, or money orders to pay for submissions for anyone other than their own immediate family. Incomplete packages will be held until the missing information is received.

2.8 Golden Dolphen Herald

      1. Golden Dolphin shall be ultimately responsible for processing submissions received from residents of the Kingdom of Atlantia, including submissions received at authorized consult tables held outside the boundaries of the Kingdom (e.g., at Pennsic). This responsibility may not be delegated except with the explicit approval of Triton.
      2. Golden Dolphin may maintain whatever staff deemed necessary but will include Opal Pursuivant to manage Notifications in a timely fashion.

2.9 Processing of Submissions

      1. All submissions received by Golden Dolphin shall be included on a Letter of Presentation, which shall be posted in the Atlantian Kingdom Garden on OSCAR (the Online System for Commentary And Response.) Such Letters of Presentation will normally be posted on a monthly basis. In no case will more than 60 days elapse between Letters of Presentation. Submissions without payment will be held from the Letter of Presentation until full payment has been made.
      2. After an appropriate period for commentary, Golden Dolphin will accept, return or pend each submission from the Letter of Presentation based on the commentary received and/or any independent research by Golden Dolphin or its staff.
      3. Accepted items will be forwarded for consideration to the College of Arms following the current requirements for submissions under the published policies of the Laurel Office. The only items which may be submitted to the College of Arms without appearing on a Letter of Presentation for the appropriate month are releases of previously registered materials, withdrawals or corrections of items previously submitted to the College of Arms, transfers of previously registered items by heraldic will or properly drawn transfer documents, or items which were pended from a previous Letter of Presentation for reasons which have been resolved.
      4. Golden Dolphin will be responsible for meeting all requirements of the Laurel Office with regard to provision of submissions forms, documentation and coordinating with Coral Branch to ensure payment for any submissions forwarded to the College of Arms for consideration.
      5. Items will be returned only for specific and unquestionable violations of the Standards for Evaluation of Names and Armory (commonly called SENA), including problems of style, conflict with previously registered items or other issues that Golden Dolphin reasonably believes would prevent registration of the submission by the College of Arms.
      6. Items may be pended for incomplete paperwork, for clarification of the submitter's intent or for issues that may not be a specific violation of SENA but which Golden Dolphin feels might negatively affect the submission when considered by the College of Arms.
      7. Official notification of actions taken both in kingdom and by Laurel will be sent by Opal Pursuivant to each submitter via email using the Online System for Notifications function of OSCAR. Opal will use email, the kingdom e-list, Facebook pages and/or any other reasonable method of communication to contact submitters who do not respond to the initial notification e-mail.
      8. Opal will send US Postal Letters of Notification for any electronic notification that is not ‘picked up’ within 30 days of the initial email.
      9. Notifications will outline the result of the consideration of their submission at kingdom and then Laurel. Such Letters of Notification will specify the details of the submission in question and in the case of a return or pend indicate the reason for the action, offer advice and help to address the reasons for the action and specify the period within which the submitter may make a resubmission without payment of further fees.

2.10 OSCAR Commenting

      1. The Triton Principal Herald and the Golden Dolphin Herald, current and past, shall be ex-officio members of both the College of Arms and OSCAR. They are expected to participate by following Atlantian submissions and providing support and defense for them and to support other kingdoms, Wreath and Pelican Sovereigns of Arms with commentary equal to the heralds’ skills.
      2. Members of Triton Staff, Golden Dolphin staff and all branch heralds are expected to have an account on OSCAR and to follow Atlantian submissions, and provide kingdom commentary equal to the herald’s skills.
      3. Since OSCAR participation is such an effective education tool for SCA heraldry, any warranted Atlantian herald who requests an account on OSCAR will be granted kingdom commenting privileges and Laurel read privileges without any commitment to commentary.
      4. Individuals with satisfactory commentary for three months or more in OSCAR may request Laurel commenting privileges which will be granted at the discretion of Triton.
      5. Heralds from other kingdoms may request Atlantian Garden commenting permissions which will be granted on a case-by-case basis at Triton’s discretion.
      6. OSCAR commentary represents both the Kingdom and the College. It is to be kept professional, polite, and relevant to the submissions. Commentary is to be held confidential. Specifics are to be discussed only with others with OSCAR privileges as comments out of context can be confusing and, occasionally, hurtful. Violation of these ideas will be grounds for revocation of commenting privileges.

2.11 Reporting for Official Courts

      1. Official Courts are those courts convened by the Crown, Their Heirs or Coronets at official SCA events appearing on the kingdom calendar.
      2. The duties of the court herald are to assist the Crown, Their Heirs or Coronets with accurate information gathering and dissemination, proper court set up, docket management, providing the voice for court or other heraldic activities they may called upon to perform.
      3. It is the responsibility of the court herald to file a report listing all awards/orders bestowed during that court to the Crown, Their Heirs or Coronets within two weeks of the event, with copies being sent to Triton, Finsterwald, Undine and their Backlog Deputy.
      4. Official court reports must include the name(s) of the presiding Crown/Coronet, event name, event date, court time (if multiple courts held), herald’s name and a chronological listing of awards/orders given with the recipient's SCA name. Reports should also include recipients’ modern name, home branch, and whether the recipient received an original scroll or a promissory when possible. Reports should not be held late for lacking information such as modern names and branches. They should be filed in timely fashion and updates sent later if further information is found.
      5. It is recommended, but not required, that court heralds also prepare a Court Report that lists and/or describes all activities and events that occurred during the court, for public dissemination. Modern names must not be included in this narrative report.

2.12 Silent Heraldry

      1. The Silent Heralds provide a volunteer service to those who have difficulty hearing the activities during court.
      2. Silent Heralds are fully warranted heralds in the Atlantian College of Heralds, and are authorized to participate in all heraldic activities subject to the policies of the Silent Herald Deputy (Alcyon Pursuivant) as described in the Silent Heralds Handbook.
      3. Silent Heralds must meet the requirements as outlined in the Silent Heralds Handbook, and must undergo a period of training/evaluation of demeanor/confirmation of possession the basic skills required and be approved by the Silent Herald Deputy or a designated deputy.
      4. The Triton Principal Herald and the Silent Deputy Herald are the final authority on the granting or suspension of a Silent Herald’s warrant

2.13 The College of Scribes

      1. The College of Scribes is responsible for the production of scrolls for subjects of Atlantia and for other Kingdom documents that the Crown may request under the direction of Undine Pursuivant the Clerk Signet. Undine is solely responsible for the assignment of scrolls to the College of Scribes.
      2. Membership in the SCA, Inc., is not required for award recipients to receive scrolls. Membership in the SCA, Inc., is not required in order to be an active scribe.
      3. Scribes are expected to maintain valid contact information with Undine or a designated deputy. Inability to locate scribes may result in released assignments.
      4. Award recipients who no longer participate in Society functions may have their scrolls completed on a lesser priority to those awards received by active participants.
      5. All scrolls should be inspected and verified by Undine before being presented for signature and/or seal by the Crown and/or Triton Herald.
        1. The accuracy of scrolls not inspected and verified by Undine shall be the responsibility of those signing the scrolls.
        2. The Crowns signing are responsible only for the verification of the award bestowed to the recipient
        3. Triton or authorized individuals signing for Triton are responsible to ensure the name, blazon and emblazon are properly registered as noted on the scroll.
        4. Only those scribes who have been specifically authorized by Triton and Undine may sign Triton’s name to a scroll, in the absence of Triton.
      6. Scrolls for all award recipients who have registered names and arms may include a blazon and display of those arms, and will include text of verification by Triton below the Royal signature (“Verum Est”). If the recipient does not have a registered name and/or device they may receive a scroll with the text “known as" with the name they are known by, no depiction of arms, and no verification by Triton.
      7. In cases where scrolls are delivered directly to the recipient, responsibility for obtaining signature/seal by the Crown (and Triton as needed) falls to the recipient.
      8. Until an award is announced in court, the scroll for it is considered an assignment. All assignments are the responsibility of Undine, unless otherwise directed by the current Monarchs.
        1. All scroll assignments and their contents are to remain confidential until the scroll is presented in court.
        2. Violations of this confidentiality may result in the offending scribe losing the privilege of receiving advance assignments.
      9. All scrolls, once given to Undine, the official court herald or other Royal representative, become the property of the Kingdom until they are delivered to the recipient.
      10. Private commissions are permitted and encouraged. Undine must be notified of the commission to prevent duplicate assignments. Neither Undine nor the Office of the Clerk Signet has any responsibility or authority to ensure that the commissioned scroll meets current guidelines.
        1. A privately commissioned scroll is defined as "a scroll production done via an agreement between a scribe and an interested person." This agreement may or may not include direct compensation or exchange of services. Scrolls are commissioned only after an award is announced in court.
      11. The Scrivener Royal is a Kingdom Notable chosen through competition overseen by the Undine Pursuivant. The position is held for a 6 month term, changing at each Coronation. Duties are to be a scribal assistant to the Crown and the Signet Office, primarily dealing with scroll production and any special scribal needs at events. The Crown may have additional duties which They wish for the Scrivener Royal to perform.

2.14 Financial Policy

      1. These financial policies are in addition to the Society Financial Policies and Atlantian Kingdom policies and should be followed as if incorporated into Kingdom Law. This Policy is superseded by: Kingdom Exchequer Policy, Kingdom Financial Policy, Kingdom Law, Society Exchequer Policy, Corpora, State, and Federal Law. This policy may be changed by unanimous vote of the College of Heralds Financial Committee with approval of the Kingdom Chancellor of the Exchequer.
      2. The exchequer of the College of Heralds & Scribes is the Coral Branch Pursuivant and will maintain a working knowledge of laws and policies involving the
      3. Coral Branch will preserve all records and produce all reports required by Society or Kingdom policy with the assistance of the Kingdom Exchequer where required; serves as a signatory on the bank account of the Atlantian College of Heralds & Scribes; and serves on the CoHS Financial Committee.
      4. The College of Heralds & Scribes will maintain a checking account at an appropriate banking institution. Two signatures will be required on any check. The Kingdom Exchequer, Triton Principal Herald, Coral Branch Pursuivant, and Golden Dolphin Herald must be signatories on the account. Other signatories may be added for the efficient management of the CoHS's funds at the discretion of the CoHS Financial Committee and the Kingdom Exchequer. In accordance with Society and Kingdom financial policy, no two signatories may reside in the same household and no debit or ATM card may be associated with any account.
      5. Coral Branch will report directly to the Kingdom Chancellor of the Exchequer in all financial matters. All reports should be made on the approved quarterly report forms. All required forms must be attached and completed when the form is submitted; this includes copies of all bank statements for that quarter. The Triton Principal Herald and the College of Heralds Exchequer should sign the report. Signed copies of the report should be sent to the Kingdom Exchequer and the Triton Principal Herald for retention in their files. Coral Branch should also retain a signed copy of the report as part of the permanent exchequer files.
      6. Quarterly reports and the annual end-of-year (Domesday) report are due according to the deadlines established by the Kingdom Chancellor of the Exchequer. Extensions may be granted if the Kingdom Chancellor of the Exchequer is contacted in advance. Failure to report by the due date will cause the Kingdom Chancellor of the Exchequer to contact the Triton Principal Herald to give notice of Coral Branch’s suspension. The Triton Principal Herald will be informed of what is required to lift the suspension. Electronic copies of the quarterly reports may be sent to the Kingdom Chancellor of the Exchequer as proof that the report was completed on time. However, the paper copy must be sent once the appropriate signatures are obtained.
      7. The Golden Dolphin Herald will maintain a monthly record of all deposits made to include the date of deposit, the modern name of the submitter, the SCA name of the submitter, the address of the submitter, as well as the amount received and the type of submission (names, badges and arms). This information will be forwarded to Coral Branch on a monthly basis, to be received no later than two weeks after the end of each month. Deposits made by Golden Dolphin must be reconciled against bank statements within one week of the receipt of the list from Golden Dolphin.
      8. Income to the College of Heralds & Scribes is primarily derived from heraldic submissions received at consultation tables and/or sent to Golden Dolphin by warranted heralds or other authorized individuals. Donations may also be received for specified heraldic purposes, e.g., purchase of books, creation of regalia, etc. Specific donations should be recorded and tracked as special funds if appropriate. All deposits of submissions fees, event fees, or any other funds received by the College of Heralds & Scribes shall be made in a timely manner.
      9. The College of Heralds Financial Committee must be comprised of the Triton Principal Herald, the Golden Dolphin Herald and the Coral Branch Pursuivant. Additional members may be included at the discretion of these three officers with the permission of the Kingdom Exchequer. All CoHS Financial Committee members must maintain current membership in the SCA, Inc.
      10. Meetings of the College of Heralds & Scribes Financial Committee may be held in person, by telephone or by electronic means (e.g., by exchange of email). If such meetings are held in person or by telephone, it is the responsibility of the Coral Branch Pursuivant to create and preserve a written record of all decisions of the committee. If the meeting is held by email, then Coral Branch may opt to retain copies of all relevant emails as the permanent record of the meeting.
      11. Routine administrative expenditures of the office of the Triton Principal Herald and its staff required by College of Arms and/or College of Heralds policy do not require specific pre-authorization by the CoHS Financial Committee. Such expenditures include purchase of supplies and postage for submissions notification letters, routine College of Arms and/or College of Heralds correspondence and/or payment of submissions fees to the College of Arms.
      12. All other expenditures, including purchase of books, office supplies and other materials by the office of the Triton Principal Herald and its staff, require pre-authorization by a vote of no less than two-thirds of the CoHS Financial Committee, one of whom must be the Triton Principal Herald. In cases of emergency, any two of the three required officers on the CoHS Financial Committee (Triton Principal Herald, Golden Dolphin Herald and Coral Branch Pursuivant) may authorize expenditures without a meeting of the College of Heralds & Scribes Financial Committee as a whole.

2.15 College of Heralds Sponsored Events

      1. Potential autocrats shall present a written, itemized budget for an event to the College of Heralds & Scribes Financial Committee at least three months prior to the event date and before any expenditure for the event is made and before the event flyer has been published. The CoHS Financial Committee must authorize any itemized expenditure in excess of the approved amount. The budget may include provisions to waive gate and feast fees for sitting Monarchs, Their Heirs, and the event's Autocrat/Event Steward, Head Gatekeeper/Troll and Head Cook.
      2. The Coral Branch Pursuivant must receive event-related receipts and requests for reimbursement within fourteen days of the event.
      3. Event refund requests must be received in writing no later than ten days after the event. Feast refund may be provided if the feast spot was resold to another attendee. All refunds shall be paid by check from the group's checking account. No refund shall be issued until the event books have been closed and all reservation checks have cleared. No funds shall be removed from the cash box except as change for funds received.
      4. The event financial report shall be completed by the event autocrat and presented to the College of Heralds & Scribes Financial Committee after the event books have been closed.

End FAQ

This document incorporates the policies and rules for all marshal activities, not just Armored Combat. All previous documents for sports other than Armored Combat are null and void..

This page undergoing content edits. Please view the PDF at the bottom of this page for the most current and accurate Marshal policy information, per the February 2020 Acorn XTRA issue.

3.1 Section I - General Policies

3.2 Section II - Problem Resolution

3.3 Section III - Training

3.4 Section IV - Authorization

3.5 Section V - Weapons and Armor Standards

      1. All equipment on the field of combat will be inspected for compliance with Kingdom Law section 10.1.4, which requires items to present a period appearance. For specifics and examples of this requirement, please refer to the Earl Marshal's Web Site - http://marshal.atlantia.sca.org/.
      2. Armored Combat Weapons and Armor Standards
        1. Armor Regulations. Atlantia uses the SCA regulations without additions.
        2. Armor Inspections. All participants must have their arms and armor inspected by a warranted marshal before participating in combat at each event, practice, or other official activity.
        3. Weapon Inspections. The marshal in charge of each bout should visually inspect weapons before each bout unless they are using a method of marking already inspected weapons. Questionable weapons must be physically inspected prior to combat commencing. For simple swords, these checks should be extremely brief. Marshals should pay more attention to padded weapons and thrusting tips.
        4. Weapon Regulations. Atlantia uses the SCA regulations with the following additions:
          1. Polearms
            1. A polearm shall be constructed so as to emulate a medieval example. Allowable examples of a medieval emulation would be a padded head in the form of a period weapon, or a split-rattan head in the form of a period weapon.
            2. Atlantia defines an excessively flexible polearm as one that allows the head of the weapon to strike a telling blow to a target despite the intercession of an unyielding block to the haft of the weapon.
          2. Great swords
            1. Greatswords must be 6' or less in overall length.
            2. The grip must be 18" or less.
            3. The portion of the great sword above the quillons (called a ricasso) may be left without edge markings and therefore can be grasped.
          3. Spears may not be more than 9 feet long overall.
            1. Mandrake style 2” tips are no longer acceptable as thrusting tips on fiberglass spears. Section VII-D-5 of the Society’s Marshal’s Handbook is no longer valid in Atlantia.
          4. Offensive shields are prohibited.
          5. During combat, the blade of the sword may not be grasped. Also the striking surface of a mass weapon or thrusting tip may not be grasped.
          6. Single-handed weapons shall not be constructed so as to place a thrusting tip or butt spike within four inches of a rigid structure such as a basket hilt, metal pommel, or steel-gauntleted hand.
      3. Combat Archery Weapons and Armor Standards
        1. Armor Regulations.
          1. Armor standards for combat archers are the same as those for armored combat participants except that Demi Gauntlets may be worn on one or both hands in place of the full Gauntlets.
          2. When utilized in conjunction with rapier combat, rapier armor standards shall apply.
        2. Weapons Regulations.

          All combat archery weapons (including projectiles) must meet the requirements of the SCA Missile Combat Rules. The following additional requirements apply in Atlantia:

          1. Arrows/bolts may have a base construction of a fiberglass shaft or Siloflex tubing as described in the SCA Marshals Handbook. All fiberglass shafts must be longitudinally covered with a filament strapping tape and are required to have an 'approved' Anti-Penetration Device (APD) IAW the Society Marshal's Handbook. Shafted arrows/bolts are not required to have APDs when used in Rapier Combat.
          2. Fiberglass shaft arrows/bolts may utilize Baldar Blunt, CUBB and UHMW heads. CUBB and Baldar blunts shall not be used in Rapier Combat. All ammo used on the rapier field shall have no less than 1 inch of resilient padding after taping. This must be added in front of the blunt and be at least the same diameter as the blunt.
          3. Siloflex arrows may be gleaned and fired again. A warranted marshal must inspect all other arrows prior to reuse. All arrows shall be clearly marked for identification with the name of the user, home branch and kingdom.
      4. Equestrian Horse and Rider Regulations

        Atlantia uses SCA regulations with the following additions and changes:

        1. The Deputy Earl Marshal of the Horse
          1. The Kingdom Equestrian Officer shall be known in Atlantia as the Deputy Earl Marshal of the Horse (KEO). The KEO is a deputy of the Kingdom Earl Marshal of Atlantia and shall be warranted by the Kingdom Earl Marshal and The Monarchs of Atlantia.
          2. The Deputy Earl Marshal of the Horse (KEO) will oversee the training and warranting of cavalry marshals as well as maintaining a roster of qualified cavalry marshals for events, and a roster of qualified instructors for the required Atlantian cavalry classes.
          3. The KEO defers all regulation of the authorization documentation to the office of the Kingdom Minister of the List (KMOL), who will issue and track all paperwork necessary to ensure the proper registration of riders. The KEO will track all paperwork necessary for authorizing ground crew.
        2. Regional Cavalry Marshals
          1. The KEO will warrant a regional marshal for the North Eastern (MD), North Central (VA), Central (NC) and Southern (SC, Augusta, GA) regions of Atlantia, as needed. These shall be known as Regional Cavalry Marshals.
          2. The Regional Cavalry Marshals are required to ensure that the additional insurance certificate has been issued for each event where horses will be present in their region. A copy of the insurance certificate must be provided to the KEO.
          3. The Regional Cavalry Marshals will be responsible for coordinating cavalry activities and events in their region to ensure that each activity and event that include horses are staffed with the necessary marshals and that all regulations are followed.
          4. The Regional Cavalry Marshals will be responsible for holding Marshal-in-Training (MIT) paperwork until such time as the MIT is ready to be warranted. Upon such time as the MIT is ready to be warranted, the Regional Marshal shall forward a copy of the MIT paperwork and any other written recommendations to the KEO. Copies should be retained in the regional marshal's files.
          5. The Regional Cavalry Marshals will also be responsible for assigning a mentor for the MITs in their region. Mentors must be warranted marshals and must agree to mentor the MIT.
        3. Equestrian Marshal-in-Charge (EqMIC)(Marshal of the Horse)
          1. The Marshal of the Horse in charge of the equestrian activities at an event must be a warranted marshal. The Marshal of the Horse is responsible for equestrian activities at the event and all reporting requirements relating to the event. Reporting shall be done as per the requirements of the Earl Marshal of Atlantia.
          2. EqMICs who will have horses at an Atlantian event must inform the appropriate Regional Cavalry marshal in writing a minimum of 90 days prior to the event to ensure adequate preparation time.
          3. EqMICs shall work with event autocrats to arrange for proper funding for the required additional insurance and have this funding available to the appropriate Regional Cavalry marshal a minimum of 60 days before an event that includes horses.
            1. Insurance requests must be presented to the KEO or the Cavalry Insurance Deputy to be forwarded to the Society Insurance Clerk to ensure all information is correct and complete prior to ordering. Payment must accompany request.
          4. A warranted equestrian Marshal must be on-site at all times in which equines are present. If the Marshal of the Horse must leave the site, a cavalry marshal of sufficient experience must be appointed to act in the place of the Marshal of the Horse, in all respects, until the Marshal of the Horse returns.
        4. Equestrian Marshal Regulations (Cavalry Marshals)
          1. Cavalry marshals and cavalry marshals-in-training must attend Cavalry Marshal class or Unevent Session once every two years. The KEO may waive the Cavalry Marshal class in lieu of attending a Cavalry Marshal Seminar (weekend gathering to discuss rules and train marshals).
          2. All cavalry marshals will have completed the Marshal-in-training program as required by the Atlantian Earl Marshal before being warranted.
          3. The warranted cavalry marshals will supervise the activities of all grounds crew and cavalry marshals-in-training to help insure their safety.
        5. Ground Crew Regulations
          1. Anyone who plans to step out onto the Cavalry List field while horses are present or in the callforward area must complete a ground crew authorization. This authorization consists of successful completion of the liability class and any other requirements deemed necessary by the KEO.
          2. Any person functioning within close proximity of horses, handling horses or within the arena as the mounted activities are run must be able to demonstrate the ability to move quickly out of the way of horses and riders in an emergency situation.
        6. Ground Crew and Rider Waiver Responsibility
          1. Every rider or ground crew must be a current SCA member with the proper waiver on file in Milpitas OR sign a waiver on site with the Minister of the Lists (MOL) at each event. Every rider and ground crew person must also sign the state specific equestrian waiver prior to stepping or riding out on the list field at each event.
          2. Each rider must complete a Liability Seminar (Equine Safety Class) within six months prior to the mounted portion of the authorization process. Each grounds crew person must have attended a Liability Seminar prior to stepping out on the cavalry list field at events.
        7. Authorizations
          1. All equestrian authorizations must be conducted by two equestrian Marshals.
          2. Atlantia recognizes the following equestrian authorization levels:
            1. Ground Crew. Authorization consists of passing Liability Class.
            2. Rider (Ride Only). Rider must demonstrate ability to control mount at a walk, trot or canter unencumbered by weapons or armor.
            3. Lancer (Games). Rider must demonstrate ability to control mount and wield a single weapon safely while performing the games and unencumbered by armor.
            4. Bannerat. Rider must demonstrate the abilities of Rider and Lancer as well as ability to safely use all equipment, weapons and armor for the Bannerat level game(s) they wish to authorize in. Bannerat riders must be able to compete at a canter.
              1. Bannerat Level shall be defined as:
                1. Any activity that calls for close contact between horses;
                2. Any activity that calls for riders to be accoutered with helms, armor, or other equipment that may limit their field of vision or restrict movement significantly;
                3. Any activity that demands that a rider use both hands to hold weapons or equipment (such as two swords, sword and shield) while controlling their mount;
                4. This includes, but is not limited to mounted crest combat, mounted armored combat, and jousting.
            5. Mounted Archer. Rider must demonstrate the ability of safely handling a bow from horseback. Rider must be able to demonstrate an ability to shoot with the horse moving faster than a walk. This authorization level is available to Lancer and Bannerat riders.
            6. Driver. Rider must demonstrate the ability to safely control a horse-drawn cart or chariot while wielding weapons or transporting one passenger who is wielding weapons. This authorization level is available to Lancer and Bannerat riders.
          3. Minor Equestrian Authorizations and Regulations
            1. The Kingdom Earl Marshal, Deputy Earl Marshal of the Horse or a Regional Marshal of the Horse must be present for all minor authorizations.
            2. Minors may not serve as Cavalry Marshals in Training.
            3. Minors may authorize as Rider, Lancer, Archer and Driver, but may not authorize as Bannerat riders.
            4. Minor archers are restricted to combat arrows only and may not use target points.
            5. Minors may serve as ground crew for the purpose of waterbearing off the list field or resetting the games between riders. Minors may not hand off weapons to riders or be on the list field when horses are competing or warming up, unless they are an authorized rider.
            6. Minors may not serve as horse monitors except under the condition that a warranted equestrian marshal is within hearing or line of sight of the minor and horses being monitored.
            7. A parent or legal guardian of minor must be present and within line of site at all times while their minor is mounted.
        8. Rider Responsibilities at events
          1. Horse owners will be financially responsible for any damage to a site caused by their horse, truck and trailer or personal equipment, as well as any towing fees accumulated to pull their rig out if stuck at an event.
          2. Stallions, known biters and kickers policy
            1. Owners of stallions must notify the EqMIC of an event or practice prior to arriving that they intend to bring a stallion. Stallions must be marked with yellow ribbons in forelock and tail.
            2. Horses that are known biters or known kickers are not allowed without the permission of the Kingdom Earl Marshal or KEO and the event Marshal of the Horse (EqMIC). Biters must be marked with red tassel or ribbon on forehead. Kickers must be marked with red tassel or ribbon on tail.
            3. The KEO may ban horses that have caused safety incidents at three or more events or practices from participating in SCA activities in Atlantia. There must be sufficient cause to warrant banning a horse from events.
          3. Horse Supervision Protocol
            1. Horses on site during the day must have a cavalry marshal or cavalry marshal-in-training in line of sight at all times unless they are in a barn within stalls. Horses in stalls must have a cavalry marshal or cavalry marshal-in-training within easy access.
            2. Temporary Enclosures
              1. The use of any barbed wire or electric wire to contain or restrain a horse is not allowed. All other enclosures are allowed at the discretion of the EqMIC.
              2. The use of electric tape may be used only with the consent of the event Marshal of the Horse and Deputy Earl Marshal of the Horse or Kingdom Earl Marshal.
              3. Enclosures should be clearly marked on each side that the tape is electrified (if applicable).
              4. Horses in electric tape enclosures must be used to being restrained in such enclosures prior to attending the event.
              5. The owner(s) of horses restrained within electric tape enclosures must remain on-site and within line of sight entire time horses are within electric tape enclosures or make arrangements for a horse monitor prior to the event.
            3. Horses on site during the night must have a cavalry marshal or cavalry marshal-in training within easy access if they are housed in open pens of metal or wood. Horses housed in a barn with stalls must have a cavalry marshal or cavalry marshal-in-training within easy access of the barn.
            4. Horse owners are required to care for their own horses during the event, including camping in the cavalry encampment, or make arrangements for a horse monitor prior to the event for the proper care of their horse. The owner or monitor must remain within easy access and hearing (preferably line-of-sight) during overnight hours.
          4. Horse accessible areas at events
            1. Riders may ride horses in the Cavalry encampment and the Cavalry list field and a designated path between the encampment and the field.
            2. Riders may not ride in any other encampments except as directed for a processional.
            3. The EqMIC may consult with the autocrat and designate "riding" areas at their event that may include riding on main thoroughfares between encampments and other areas of a site that can be traversed safely by mounted riders. Riders should announce their presence loudly as they enter those areas.
        9. Rental Horses
          1. Only money orders or certified checks payable to the rental agent may be held by the Marshal of the Horse for the event for the purpose of paying for rental horses (no cash or personal checks).
          2. Cavalry marshals are not required to hold money for riders or arrange terms of agreements with rental agents. Agreements are between riders and the rental agent only.
        10. Equipment and Weapons
          1. Mounted Archery
            1. Only non-living targets are allowed.
            2. Bow poundage is not to exceed 30 pounds at 28-inch draw for use with fiberglass shaft combat arrows, 50 pounds at 28-inch draw for golf tube or Siloflex combat arrows and 35 pounds at 28-inch draw for target arrows.
            3. Crossbows are prohibited.
            4. The cavalry marshal must be a warranted Atlantian target archery marshal or have a warranted target archery marshal inspect bows and arrows and range set-up and enforce range safety. If only combat ammunition is used a warranted combat archery marshal may be used.
            5. Range Set-up
              1. An archery lane 4 to 8 feet wide by minimum 100 feet long with physical barriers on each side is required. A clear area is needed at each end for stopping horses.
              2. A safety area beginning at each end of the lane and going back at least 150 feet at a 45 degree angle is required. If multiple targets are to be used, the lane must be long enough to allow riders to attempt more than one shot safely.
              3. Targets must be placed no closer than 10 yards (30 feet) to the lane's inside barrier. Targets may not be placed closer than 10 yards (30 feet) from each end of the barrier.
            6. Mounted archers must compete at a trot or canter and control their mount and weapons safely without the use of a foot attendant. Use of a foot attendant with mounted archery is not allowed except for training purposes at a practice.
          2. Mounted Thrown Weapons
            1. Only non-living targets are allowed.
            2. Javelins (spears) are the only weapons authorized for use with mounted thrown weapons.
            3. The Cavalry Marshal must be a warranted thrown weapons marshal or have a warranted thrown weapons marshal inspect the range set-up and equipment and enforce range safety.
            4. Equipment Standards
              1. Javelins should be at least four feet in length but not exceed 9 feet.
              2. Javelin heads must be attached to the shaft as to not come off. The javelin shaft must be sound, free of cracks and without any burrs or rough surfaces that can cut or give splinters to the unprotected hand.
              3. No tape is allowed on the shaft at all.
              4. Mounted thrown weapons targets may only be soft targets (i.e. hay or straw bales).
            5. Range set up
              1. Mounted thrown weapons ranges must be set up with the target placed on the same side as the hand of the thrower.
              2. The target should be set at approximately 45 degrees angle to the separation barrier running parallel to the riding lane with the left side of the target 10 feet from the lane barrier.
              3. The run start line is a minimum of 80 feet from the target and 100 feet to the next and subsequent targets if used.
            6. Rider rules
              1. Lancer (Games) authorized riders must walk, trot or canter to the target, stop, throw and then walk, trot, canter away. They may only use one target. They may be assisted by a foot attendant as needed.
              2. Bannerat riders may use two or more targets and may canter or hand gallop the run. Javelins may be placed along the lane 20-30 feet from the first target so that they can be grabbed by the rider and used for the next target.
              3. Drivers will follow the same rules as per riders.
          3. Mounted crest combat
            1. Mounted crest combat is limited to Bannerat riders only.
            2. A marshal must inspect rider's armor and weapons before mounted crest combat begins.
          4. Mounted armored combat
            1. Mounted armored combat is limited to Bannerat riders only
            2. A marshal must inspect rider's weapons and armor before mounted armored combat begins, including the horse's armor.
          5. Jousting
            1. Jousting is limited to Bannerat riders only
            2. A marshal must inspect rider's weapons and armor before jousting begins, including horse's armor.
            3. The left elbow behind the shield must have the point and bones at either side of the elbow covered by rigid material underlain with at least ¼" (6mm) of closed-cell foam or equivalent padding. The shield may assist in providing this coverage, but is unlikely to be capable of providing full coverage by itself.
            4. All riders must make right side passes on the tilt barrier and carry the lance in their right hand regardless of the rider's dominant hand.

3.6 Section VI - Conventions of Combat

3.7 Section VII - Equestrian

3.8 Section VIII - Youth Combat

3.9 Section IX -Target Archery

3.10 Section X - Thrown Weapons

3.11 Section XI -Rapier Combat

End FAQ

Date Friday, 27 December 2019 21:48 File Size 248.56 KB Download 2,485

This is the December 2019 supplement to the full Atlantian Book of Policy. We will be adding this to the existing Book of Policy in the next few days as it becomes available. 

4.1 Duties of the Kingdom Minister of the Lists

The Kingdom Minister of the List (KMoL) shall maintain a list of all authorized fighters in the Kingdom and a roster of all warranted Ministers of the List (MoL).

      1. The fighter list and MoL roster will be published qat least quarterly each year. These records will be made available to all warranted MoLs.
        1. The fighter list shall be published as two separate lists. The current list shall contain the names of all fighters in the kingdom with a valid authorization card. The recent expirations' list shall contain the names of all fighters whose cards have expired in the four years preceding publication of the current list.

4.2 Becoming a Minister of the Lists

      1. MoLs shall be warranted for a period of two years. Warrants shall be issued and maintained at the discretion of the KMoL.
        1. All MoL's must request warrant renewal from the KMoL in writing. MoL's must work a minimum of 1 event in the previous year in order to remain warranted; this requirement may be waived at the KMoL's discretion.
      2. Anyone wishing to become an MoL must attend the MoL 101 class and complete the MoL internship program.
        1. After taking the MoL 101 class, the MoL trainees must complete a written test. Upon completion of the written test and internship program:
          1. The Intern must submit, in writing, their desire to take on the office, legal name, SCA name, address, phone number, home branch, email (if available), membership number, and membership expiration date. To support the KMoL office's electronic publication efforts, the candidate must also indicate whether they want quarterly packets in print (receive hardcopy packet) or electronic form (download from the Worldwide Web). The trainee must also confirm or deny 'permission to publish' their contact information in print and/or on-line.
        2. The internship program consists of the following:
          1. The Deputy KMoL for Training maintains a list of senior MoLs who are qualified to act as Mentors. Interns must assist a Mentor MoL at a minimum of two events.
          2. Both events must involve a tournament format or list tree so the Intern may gain field experience in running tournaments.
          3. In order to train at an event, the Intern MoL must get prior approval of the MoL-in-Charge of the event.
          4. After each event is complete, the Mentor MoL mentor who worked with the Intern at that event will sign off on the Intern's paperwork. The Intern does not have to work with the same Mentor for both events, although they may.
          5. After the Intern completes two events, they must submit the completed Internship forms with their Mentors' signatures to the Deputy KMoL for Training, who will review the Intern's paperwork, discuss their progress with the Mentoring MoLs, and either recommend warranting or further training.
        3. The Deputy KMoL for Training may, at their discretion, waive the Internship requirements.
        4. Intern may not serve as a group officer nor as a MoL-in-Charge. They may not sign off as MoL on any list office paperwork. A Mentor warranted MoL must supervise all of an Intern's activities.

4.3 Duties of a Minister of the Lists

      1. A warranted MoL is required to administer all combat activities at Atlantian events. For the purposes of this policy only, an Atlantian event is defined as any event announced in The Acorn. Any combat activity, including tournaments, demos, war practices, and training at Universities or Collegiums, held at these events requires an MoL.
        1. Each event shall have an MoL-in-Charge who is responsible for filing a tournament report within 14 calendar days of the event.
      2. The MoL must ensure that each fighter checks in and completes the appropriate paperwork prior to entering the lists.
      3. The MoL shall prepare one report for each tournament held at an event. If you have three tournaments, the KMoL's office should receive three report forms.
        1. If a tournament is scheduled but does not occur or is started but not completed, the MoL should send a tournament report stating this fact and the reason, for example bad weather or lack of marshals.
        2. All fees collected must be included with the tournament report. If fees are not paid the authorization or renewals will be void. These funds may not be run through personal accounts. MoLs must have a branch Exchequer issue a check for the total amount. Checks must be made out to "SCA, Inc./ Kingdom of Atlantia" and be included with the tournament report.
        3. A copy of the tournament report shall be submitted to the seneschal of the sponsoring branch.
      4. Each month the KMoL will publish a list in The Acorn of overdue tournament reports. The MoL-in-Charge will have one month from the date of notification to submit the tournament report or contact the KMoL to resolve any problems.
        1. If at the end of the first month of past due notification, the MoL-in-Charge has not resolved the problem with the KMoL, the branch Seneschal will be responsible for locating and submitting the missing report or rectifying any issues with that report. The branch seneschal will have a second month to submit the missing report. The MoL-in-Charge will be suspended.
        2. At the end of two months, if the KMoL has not received the communication concerning the missing report, the branch sponsoring the event will be suspended from holding martial activities at events. All authorizations and/or renewals processed at the event may be voided by the KMoL. An announcement will be placed in The Acorn concerning the status of the authorizations/renewals.
          1. This suspension of the branch will be permanent unless all issues can be resolved and a letter is received from the branch seneschal requesting that the branch be reinstated. The suspension of the MoL-in-Charge will be permanent unless all issues can be resolved with the KMoL.
          2. Branches that have been suspended will be barred from holding fighting events until they have resolved all issues surrounding the event or the KmoL has approved a substitute for a specific tournament/event. Branch suspensions will be published in The Acorn.
      5. It is recommended that all independent branches (such as Shires, Baronies, and Strongholds) and sub-branches (Cantons and Colleges) have an MOL if they wish to host fighting events.

4.4 Requirements for Participation in Combat

      1. All gentles who wish to participate in combat activities in any capacity at an event as defined in 4.3.1 must sign in with the MoL-in-Charge of the event.
      2. All fighters must present a valid combat authorization card to the list table when signing in for a tournament. The MoL shall verify the fighter's authorizations with this card and/or the current fighter list. Photocopies of authorizations card are not acceptable.

4.5 Authorization Records

      1. Authorization requirements are issued and administrated by the Kingdom Marshal's office. For an authorization or renewal to be officially recorded the following forms must be completed, signed, and accompanied by the $5 fee or the authorization/renewal will be void.
        1. Verification of Authorization form. One of these forms must be completed any time the MoL processes an authorization, add-on weapons form, transfer of authorizations from another Kingdom, renewal of an expired card, or a lost card.
        2. Authorization Form/Temporary Card: Three copies are required. (One card goes to the KMoL with the tournament report, one card remains with the MoL-in-Charge's records, and the third card goes to the fighter to serve as their temporary authorization card.) This temporary card will be valid for three months. For example, if the authorization takes place on 1/00, the expiration date will be 4/00.
          1. For an authorization, the marshals, MoL, and fighter must sign the temporary card.
          2. For an renewal, the MoL and the fighter must sign the temporary card.
      2. If a fighter is authorizing in an add-on weapon form, the process is exactly the same as if it were a new authorization and new cards will be issued. MoLs may NOT make any changes to the existing fighter card.

4.6 Renewal of Authorizations and Confirmation of Authorizations

      1. Combat Authorization Cards are valid for four years from date of issue. At the end of that time, a fighter must execute a renewal. This may be done at an event list table or through a MoL-at-Large.
        1. If the fighter is on the list of recently expired fighters, they may complete a renewal and fight.
        2. If the fighter cannot or will not renew or reauthorize, they may not fight.
        3. If a fighter's card has been expired for more than four years, all of their authorizations become void and they must re-authorize in all weapons forms.
      2. If a fighter's card has been expired for more than four years, all of their authorizations become void and they must re-authorize in all weapons forms.

4.7 Out of Kingdom Fighters

      1. If a fighter from another Kingdom is visiting Atlantia, they must show the authorization card from their Kingdom of residence in order to participate in combat activities.
      2. When a fighter from another Kingdom moves to Atlantia, they must obtain an Atlantian authorization card within three months of their first Atlantian event. During this three month grace period, they may fight using their previous Kingdom's authorization card. To transfer authorization, the MoL should have the fighter and marshals complete a Verification of Authorization, and pay the fee. Then, the MoL should issue the fighter a temporary card.

4.8 Minors

Minors are a special case in combat. Any minor (aged 16 to 17 years) who wishes to engage in combat with adults, must authorize and go through the process prescribed by the Kingdom Marshal's office. If a minor wishes to authorize, the MoL must insure that the normal paperwork, as well as the additional forms stipulated by the Kingdom Marshal policies, have been completed before the authorization may be attempted.

      1. Minor combatants will be issued a yellow card, which will expire on their eighteenth birthday. When signing in an authorized minor combatant, the MoL should ask to see their fighter card, and either their parent or guardian or their signed and notarized Minor Medical Authorization and adult authorized by the form to seek medical treatment for the minor.
      2. For minor combatants seeking to authorize for the first time, the MoL should ask to see proof of waiver on file at SCA Corporate Headquarters (blue membership card), or have the minor's parent or guardian sign and submit a Minor's Consent to Participate and Hold Harmless Agreement (Minor Waiver) for the minor combatant.

4.9 Cavalry

      1. All individuals participating in Cavalry events are required by Society policy to sign a State-specific Equestrian Waiver (where the event is located).
      2. For all cavalry participants seeking authorization or add-on forms, an individual, State-specific Equestrian Waiver must accompany the Verification of Authorization and temporary cards.

4.10 Youth Combat

Youth Combatants are a special case in combat. Any minor (aged 7 to 17 years) who wishes to authorize as a Youth Combatant must go through the process prescribed by the Kingdom Marshal's office. If a minor wishes to authorize, the MoL must insure that the normal paperwork, as well as the additional forms stipulated by the Kingdom Marshal policies, have been completed before the authorization may be attempted.

      1. Youth Combatants will be issued a green authorization card, which will expire in three (3) years from the authorization date, or their 18th birthday, whichever occurs first. When signing in at the list table, the Mol should ask to see the youth's Permission to Practice form or authorization card, and their parent or guardian.
      2. Future Youth Combatants must attend the Youth Combat Class (taught by warranted Youth Combat Marshals) with their parent or guardian. At the completion of the class, the parent or guardian, YC Marshal, and MoL will complete the top two portions of the Permission to Practice form. The parent or guardian and the MoL will complete the Youth Combat Verification of Authorization, complete with proof of waiver information. The MoL will submit the YC VOA and waiver information to the KMOL.
      3. For youths seeking to authorize for the first time, the MoL should ask to see the youth's Permission to Practice form, their parent or legal guardian, and proof of waiver on file at SCA Corporate Headquarters (blue membership card), or have the youth's parent or guardian sign and submit a Minor's Consent to Participate and Hold Harmless Agreement (Minor Waiver) for the youth combatant.

End FAQ

5.1 General Policies

      1. No territorial Baron/ess may be an exchequer of any group in his/her Barony or be signatories on any account. In the instance that a signatory becomes territorial Baronage, the signature card must be changed within 30 days of Investiture.
      2. Reigning Monarchs or their Heirs may not be exchequers or signatories on any account. In the instance that a signatory becomes the Royal Heir, the signature card must be changed within 30 days.
      3. No two signatories on the same account may be related to one another.
      4. Exchequers and anyone working as head gatekeeper/troll/reservationist in Atlantia must be 18 years of age or older.
      5. Exchequers must be citizens of Atlantia by residence or by official treaty.
      6. No signatory on any group account shall sign a blank check. The checks must have the "to" and "amount" lines filled out before the check is signed.
      7. No signatory may sign a check made out to themselves.
      8. All monies collected in the name of the SCA, Inc must be deposited into an SCA, Inc account. This includes heraldic income, MOL money, waiver fees, fundraising and Event Income. If money has to be transferred to another account, it must be done through a group check book. Money orders may not be used to transfer cash collected from an event to another SCA, Inc account.
      9. All checks for group accounts should be printed with the "" or , 2 lines for signatures and the statement "2 signatures required for checks to be valid" on the checks.
      10. All checks should be deposited within 15 days of receipt.
      11. No checks will be written to "CASH". For accountability, each check written must state to whom it is going.
      12. No group shall give out "cash" or current legal tender as prizes. Gift certificates/gift cards are allowed for purchase only, if upon redemption, these certificates/cards can not be used to purchase items contrary to SCA Inc. policies. Pre-paid credit cards are not allowed under this policy.

5.2 Group Exchequer

      1. Every group must have a warranted exchequer, and possess a current copy of the following documents: Society Exchequer's Handbook, Society Branch Financial Policy, a copy of Kingdom Law, Kingdom Financial Policy, and the local ("group") Financial Policy.
      2. To receive a warrant, a request for warrant form will be sent to the Kingdom Exchequer verifying the selection of the incumbent exchequer. This form is signed by the current seneschal. The exchequer must also attend a class on the duties of the exchequer and the reporting process before assuming the office. This may be done at an Atlantian University or by appointment with the Kingdom Chancellor of the Exchequer or one of the Regional Exchequers.
      3. Every exchequer should have a deputy, who should be prepared to take over the exchequer's office on short notice. The Kingdom Exchequer should be notified of any change in the deputy's name, address, email address, or telephone number on the Quarterly Reports.
      4. Each exchequer shall be warranted for a term of two years. An exchequer may request re-warranting by submitting the request for warrant form to the Kingdom Exchequer before the warrant expires.
      5. No exchequer may hold any other office, at any level, unless the other office requires so little work as to not interfere with the duties AND no one else can be found to fill it. A "Request for Variance" must be submitted to the Kingdom Exchequer for permission. This may be done via email. The variance, once granted, will be valid for 1 year and may be renewed at that time.

5.3 Duties of the Local Exchequer

      1. The local exchequer shall act as the treasurer of the local chapter of the SCA, Inc. The local exchequer is responsible for filing all quarterly and year-end reports required by the Kingdom Exchequer and Society.
      2. The local exchequer is responsible for ensuring that the group follows procedures as set out in the local Financial Policy, Kingdom Financial Policy, and Society Branch Financial Policy.
      3. The local exchequer is accountable for all of the regalia for their group. If the group has a chamberlain/quartermaster that tracks the property of the group, this office falls under the office of exchequer.

5.4 Reports

      1. It is the duty of the local exchequer to keep the Kingdom Exchequer informed of the status of all local accounts. The Kingdom of Atlantia follows the timelines set by the Society Financial Policy
        1. Quarterly reports are due ON the dates below:
          • April 30 (January 1- March 31) - First Quarter
          • July 31(April 1- June 30) - Second Quarter
          • October 31 (July 1-September 30) - Third Quarter
          • January 31 (October 1-December 31) - Fourth Quarter
          • Note: Depreciation is done annually on the Q4 report

            Reports shall be sent to the regional deputies as designated in the Acorn. Electronic reports may be accepted for deadline purposes but it is required that the original reports be forwarded by mail within five business days. The original reports must be signed by the seneschal and exchequer and have the entire quarters' bank statements attached with each report. Reports will be considered late if they are not received within five business days of the due date or if they are incomplete.

        2. The Yearly Doomsday report (the compilation of all 4 quarters) is due ON the date below:
          1. January 31 - Doomsday report
          2. Please attach a copy of the bank statements for January (start of the year being reported) and December (end of the year being reported) with the Doomsday.

      2. Non-Member Surcharge (NMS) reports and monies are due to the office of the Chancellor of the Exchequer Deputy for the NMS no later than 14 calendar days after the event.
      3. Any exchequer with two late or missed Quarterly reports will be subject to a review of books and the possibility of suspension. Any group failing to submit the fourth quarter report or doomsday by the deadline will be suspended. Any group failing to submit a Non-Member Surcharge report within 30 calendar days after the event may be subject to suspension. Groups with a pattern of missing/late reports shall be remanded to the Kingdom Seneschal for action.
      4. Event Reports should be submitted for every event held by a local group. These should be completed with copies of the event receipts attached and sent with the corresponding Quarterly Reports. Kingdom Level events have more specific report requirements in addition to the Quarterly reporting and are defined in Atlantian Financial Policy.

5.5 Financial Policies

      1. All groups will have a financial policy that meets the Society Branch Financial Policy Guidelines and contain the following information: an emergency way to spend money, an Event Section (how event finances from budget to report will be handled) and a Refund policy.
      2. Group policies should contain the following statement "This Policy is superceded in order by: Kingdom Exchequer Policy, Kingdom Financial Policy, Kingdom Law, Society Exchequer Policy, Society Branch Financial Policy, Corpora, State, and Federal Law".
      3. This policy shall be approved by the local group and then the Kingdom Exchequer.
      4. Any changes to approved financial policies will be sent to the Kingdom Exchequer for approval

5.6 Incipient Branches

      1. A recognized "incipient" group must submit a "Request for warrant form" to the Kingdom Exchequer for their proposed exchequer. This form can be found in the Exchequer's Handbook. This form should be signed by the exchequer and seneschal of the Incipient group as well as the seneschal and exchequer of the sponsoring group.
      2. Upon granting of the warrant, the exchequer of the incipient group is responsible for keeping in touch with the sponsoring group. All money shall be maintained in the sponsoring group's account as a Dedicated Fund until such a time as the group has been elevated to full status.
      3. The incipient group exchequer is responsible for filing reports to the regional deputies to ensure accountability of funds held and an understanding of the reporting process.

5.7 Duties of the Exchequer Sponsoring an Incipient Branch

      1. It is the duty of the exchequer of the sponsoring group to accurately maintain the account records for an incipient group.
      2. A fund shall be established in the sponsoring group's accounts to track all money deposited and spent in the name of the incipient group. This establishment of the fund does not mandate the sponsoring group donating money from its account into the incipient group's account. This fund should be tracked on the Quarterly Report on the Dedicated Funds page.
      3. When the Incipient Group has reached full status and established their own bank account, the sponsoring group will transfer the money to the newly formed branch account.

5.8 Duties of the Regional Deputies

      1. To submit a report on a quarterly basis with recommendations and the status of all groups in their region.
      2. To validate the quarterly reports for incipient groups against data provided by the sponsoring groups.

5.9 Non-Member Surcharge (NMS)

      1. The NMS will be collected from each event in the kingdom as defined by the Society Board of Directors.
      2. The NMS funds forwarded to the kingdom will be determined directly by the amount defined by the Corporate Office and event attendance, and shall not be affected by the profit or loss from the event.
      3. The NMS funds collected will be forwarded to the office of the Chancellor of the Exchequer Deputy for the NMS, separate from any other money, no later than 14 calendar days after the event.
      4. The check should be made out to the Kingdom of Atlantia, SCA, Inc.
      5. On a quarterly basis, the office of the Chancellor of the Exchequer will forward the collected NMS funds to the Corporate office.

5.10 Deputy for the NMS

      1. The Deputy for the NMS shall have the following duties:
        1. To report quarterly to the Chancellor of the Exchequer on the current NMS status.
        2. To ensure that groups are collecting the NMS as appropriate and forwarding them to the appropriate kingdom account.
        3. To notify the Chancellor of the Exchequer of the NMS to be sent to the Corporate Office.

End FAQ

6.1 Duties and Responsibilities of the Kingdom Chronicler

      1. Publishing Activities
        1. The Kingdom Chronicler is responsible for all publishing activities within the Kingdom of Atlantia and for disseminating information of importance to the populace of Atlantia.
      2. Kingdom Calendar
        1. The Kingdom Chronicler, along with the Kingdom Seneschal, is responsible for maintaining the Kingdom's calendar of events. These responsibilities may be delegated to a special deputy appointed by the Kingdom Seneschal for this purpose.
      3. Governing Documents
        1. The Kingdom Chronicler is required to be conversant with the governing documents that pertain to the office. The Kingdom Chronicler has no financial reporting, all accounts for the Acorn are handled on a corporate level. There is an Acorn savings account handled by the Kingdom Exchequer.
      4. Kingdom Chronicler’s Deputies
        1. The Kingdom Chronicler is responsible for supervising the activities of his/her deputies, which include the Atlantian Historian and any other deputies the Kingdom Chronicler appoints.
      5. Kingdom Chronicler’s Warranting Responsibilities
        1. The Kingdom Chronicler is responsible for warranting all local group Chroniclers and monitoring their publications for compliance with these policies and other applicable governing documents. The duty of monitoring publications may be delegated to a deputy, but ultimate authority remains with the Kingdom Chronicler.
        2. Any group of any level that has a newsletter must notify the Kingdom Chronicler and must apply for a warrant as a Branch Chronicler. Any group that fails to notify the Kingdom Chronicler that they are publishing a newsletter and have no warranted Chronicler will be recommended to the Kingdom Seneschal for suspension.

6.2 Warrants

      1. Branch Chroniclers and Chroniclers-at-Large are warranted and maintained on a roster.
        1. A term of office is defined as two calendar years and may be renewed at the end of each term.
        2. There is no limit to the number of consecutive terms an individual may hold the office provided the Chronicler wishes to remain in office and continues to have the support of the Branch Seneschal and populace.
        3. A warrant form, found on http://chronicler.atlantia.sca.org, is required to be completed and signed by the Branch Seneschal at a minimum. If the group is a Barony, then the warrant must also be signed by the Baronage. The completed warrant form must be sent electronically to the Kingdom Chronicler and accepted by the Kingdom Chronicler to be valid
        4. The Kingdom Chronicler reserves the right to deny a warrant.
      2. Requirements to be a Group Chronicler.
        1. To be considered for the Office of Group Chronicler, the group, should consider the following items. If any of these is a no, then, the person should not be considered. Their warrant will be denied:
          • Does the volunteer have the required time to be able to put together the newsletter to meet the deadlines?
          • Does the volunteer have the skill set needed?
          • Does the volunteer have the requisite computer, software and internet access needed to put together the newsletter?
      3. Actions required for a new Group Chronicler to become warranted.
        1. An email from the applicant expressing their desire to be warranted with the following information:
          • Branch Name (such as Barony of Raven’s Cove)
          • Name of Publication
          • Publication periodicity, monthly for Baronies and either monthly bimonthly, or quarterly for smaller branches
          • Applicant's SCA and legal name
          • Applicant's membership number and expiration date
          • Applicant's address, telephone number, and eMail address
          • A statement denoting how much of the applicant's personal information (legal name, phone number, personal eMail address) may be posted on the online Chronicler roster
          • A statement from the applicant that he or she is 18 years of age or older
          1. A completed warrant form that has been signed, (electronically signed is acceptable), at a minimum, by the Branch's Seneschal, confirming that the applicant is acceptable to the branch.
          2. The completed warrant is to be sent electronically to the Kingdom Chronicler.
          3. Confirmation by the applicant that they have read and understand the policies of the Kingdom Chronicler’s Officer.

6.3 Responsibilities and Duties of Branch and Group Chroniclers

      1. Kingdom Chronicler’s Policies
        1. All Chroniclers of the Kingdom of Atlantia are required to be conversant with the policies of the Office of the Kingdom Chronicler. These policies are available at http://chronicler.atlantia.sca.org.
        2. All Chroniclers shall endeavor to produce a newsletter that reflects the history of the group they represent.
        3. A branch or organizational newsletter is one that cites the name of the branch or recognized organization as its publishing authority. It keeps its funds, if applicable, in an officially recognized SCA, Inc., bank account, and has as its editor, a Chronicler, who is warranted by the Kingdom Chronicler.
      2. Baronial Chroniclers
        1. All Baronies in the Kingdom of Atlantia are required to have a warranted Chronicler.
        2. All Baronies are required to publish a monthly newsletter published between the 25th of the month before and the 5th of the month the publication is due. For example, for July, the newsletter will be published between Jun 25th and July 5th.
        3. Publishing means a .PDF copy is available on the Group’s website and Facebook page (if one is used) and a copy has been sent to the publication list in 6.4.5.1.
          1. Should a Group not have a Web Minister, it by default falls to the Group Chronicler to be the Web Minister for that Group.
        4. Baronial Chroniclers who fail to publish their newsletter monthly will have their warrants revoked.
        5. Any Barony that fails to publish a newsletter for three consecutive months will be recommended to the Kingdom Seneschal for suspension.
        6. The Baronial Seneschal and Baron/Baroness are discouraged from being the Baronial Chronicler and may only fulfill the duties of Chronicler as an interim measure until a new Chronicler can be found.
        7. Each Group Chronicler is also the Historian for that Group and will make every effort to maintain a comprehensive Group history for that Group on the Group’s webpage. The Kingdom Historian will be referencing the Group’s History page, so, it is encouraged that each group have a separate page on their Group website for their History
          1. It is acceptable to have a Deputy handle the duties of Historian for the Group so long as the Deputy is warranted as Chronicler-at-Large by the Kingdom Chronicler.
      3. Chroniclers for Other Branches
        1. Branches other than Baronial status are strongly encouraged to fill the office of Chronicler and publish a newsletter. These Chroniclers are required to have a warrant. The periodicity of the newsletter is up to the branch to decide either monthly, or quarterly. However, if the group has a monthly meeting, the newsletter must be monthly and include the meeting minutes.
        2. All branch publications are to be published electronically and be available to everyone via the group’s webpage and sent to the publication list defined in Section 6.3.5.1.
      4. Chroniclers-at-Large
        1. Other recognized organizations of the SCA, such as the Atlantian College of Heralds, that meet the requirements stipulated in the opening paragraph of this section must also have a warranted Chronicler.
        2. Special Interest groups like the Militant Society of Bards are not required to have a warranted Chronicler to publish their newsletter since they do not meet those requirements. If a special interest group, as opposed to a branch or a recognized organization, publishes a newsletter, it must not cite the SCA as its publishing authority.
      5. Distribution List
        1. Electronic copies of each newsletter (in .PDF form, NOT a link to a web-site) are be sent to:
        2. All branches are encouraged to send electronic copies of their newsletters to the other Great Officers of the Kingdom, and the Chroniclers of neighboring branches.
        3. All communications shall be signed in such a manner that the recipient knows who the eMail/letter is coming from.
      6. Reports
        1. All warranted Chroniclers are required to submit quarterly reports to the Kingdom Chronicler using the online reporting form or an eMail with the same information.
        2. These reports are due as follows and will refer to any and all activity that took place during the reporting time period:
        3. The following items must be included in the report:

6.4 All Group Required And Suggested Newsletter Content

      1. Naming Convention and Newsletter file type.
        1. All newsletters will following this naming convention: yyyy-mm-dd_group-name_newsletter-name_any-other-desired-qualifier.PDF where yyyy-mm-dd is the date that the newsletter is published and available for all to read on the group website, for example:

          2015-02-02_Ravens-Cove_The-Cry_Vol5-Issue2.PDF

          All newsletters are to be distributed in .PDF format only.

      2. Required Contents of Local Newsletters.

        Each issue of a branch's newsletter must contain all of the following items.

        1. Statement of Ownership:
          1. This statement must appear in each issue of a publication which is produced by an organization of the SCA, Inc., but which is not published as a function of the Registry mailing list. All areas that are in italics are to be properly edited:

            "This is the (Name of Publication), a publication of the (branch/organization name) of the Society for Creative Anachronism, Inc. (Name of Publication) is available from (legal name and eMail address of Chronicler). Subscriptions are free as all publications are available electronically. This newsletter is not a corporate publication of the Society for Creative Anachronism, Inc., and does not delineate SCA policies. (c) Copyright (Year), Society for Creative Anachronism, Inc. For information on reprinting letters and artwork from this publication, please contact the (branch/organization name) Chronicler, who will assist you in contacting the original creator of the piece. Please respect the legal rights of our contributors."

      3. Cover
        1. The cover will include:
          • The name of the newsletter
          • The name of branch or organization it is being published for
          • Volume which is the number of years the branch or organization has been in existence plus 1 , for example, in Aug 2015, Atlantia had been in existence for 34 years, so the volume number was 35
          • Issue number is the month number, 1 for Jan, 2 for Feb, 3 for Mar, and so forth
          • Date of the issue, for example July Anno Societatis (AS) 50, 2015
      4. Regnum
        1. A listing of local officers that at a minimum includes:
          • SCA Name and eMail address they will answer (this can be an alias, such as Chronicler@atlantia.sca.org, or their personal eMail address, which-ever eMail address they will answer in a timely fashion)
          • Given that this is an electronic age, the following is not required, but, can be published provided that the required permission is obtained according to section 6.6.1.
          • Modern name, physical address, phone number (with area code)
          • For those branches that are part of a Barony, such as Cantons and Colleges, the Baronial Regnum must be published, at a minimum, in every other issue
      5. Group Monthly Business Meeting Minutes
        1. The minutes of the branch's last business meeting, to include all officers' reports.
        2. Branch Chroniclers are responsible for taking minutes at branch meetings or ensuring that someone takes the minutes. Minutes are to be published in the next issue of the newsletter.
        3. Business meeting minutes should include enough detail so an individual who misses a given meeting has a reasonable indication of what business was conducted.
          • Next Meeting Place: Information on the location of the next business meeting and the time that it is to be held
          • Calendar: This may just be a bulleted list or a full-blown graphical calendar of any other meetings occurring the month of publication (i.e. - fighter practices, A&S gatherings, demos, etc.)
      6. Other items that may be published include (but not limited to):
        • Letters from group officers
        • A&S articles
        • How-to articles
        • Cartoons
        • Advice columns (such columns must be in good taste and pertain to the educational aspects of our Society)
        • Fiction
        • Songs
        • Scroll images
        • Artwork, woodwork, garb, and so on
      7. Content Quality
        1. All editorial material, both text and images, must conform to the goals and objectives of the Society, and portray the Society, Kingdom, and local group in a positive light. No content may be exempted from this requirement. The following items are a representative list of items are not allowed to be published:
          • Personal attacks on individuals or groups
          • Harsh criticism of the behavior of individuals or groups
          • Copyrighted material used without permission
          • Use of racial or religious stereotypes
          • Offensive words, phrases, or images
          • Political commentary and other items designed to inflame and divide the populace (politicizing of the office)

6.5 Publishing Permissions and Copyright Issues

      1. Personally Identifiable Information (PII)
        1. PII is any data that could potentially identify a specific individual. Any information that can be used to distinguish one person from another and can be used for de-anonymizing anonymous data can be considered PII. The Group Chronicler must have specific permission from each person to publish their physical address and phone number in the regnum of the electronically published newsletter. This can be done either by release or by an eMail from the person provided it is from that person only.
      2. Creative Releases
        1. Releases must also be obtained to publish artwork, poems, stories, or any other works.
        2. The release forms, named:
          • ReleaseCreativeFillable
          • ReleaseModelFillable
          • ReleasePhotographerFillable

          can be found on http://chronicler.atlantia.sca.org are to be filled out. If for some reason the release forms cannot be filled out, an eMail with the same information, sent from the person providing the permission, is acceptable.

        3. For the purposes of these policies, copyrighted material is defined as any original work that falls under one of the following categories:
          • Literary works
          • Musical works, including any accompanying words
          • Dramatic works, including any accompanying music
          • Pictorial or graphic works
          • Motion pictures and other audiovisual works
          • Sound recordings

          Copyright protection subsists from the time the work is created in a fixed form. Original works do not need to be published or registered with the U.S. Copyright Office in order to receive copyright protection. For further information regarding copyrights refer to the United States Code, Title 17 - Copyrights.

6.6 Financial Responsibilities of Group Chroniclers

      1. All newsletters are generated electronically.
        1. Any hardcopies created are complimentary and will be provided at the discretion of the Group Seneschal. Any monetary expenditures for hardcopies are to be paid for through the Group Exchequer with no monies being exchanged through the Group Chronicler. The Group Chronicler has no monetary responsibilities, no money will ever be collected by group Chroniclers for newsletters.
      2. Expenditures.
        1. Group Chroniclers may be reimbursed for their expenditures as approved by their local Group’s policies.

6.7 Deputies to the Kingdom Chronicler

      1. Release Deputy
        1. It is the responsibility of each Chronicler and Web Minister to ensure that they have permission to publish the items in their newsletter or on their website.
          1. Use of the Release Forms available on the Kingdom Chronicler’s website and/or the Society Chronicler’s website will be utilized.
          2. Any release forms obtained will be filled out completely, and correctly and must be signed. Electronic signatures are acceptable
        2. A copy of all release forms are to be sent to the Release Form Deputy who will maintain a listing of all forms and provide an online version of Model Releases at a minimum organized by SCA name with no personal information mistreated.
        3. The Release Deputy shall submit a quarterly report to the Kingdom Chronicler. This report shall be on the same schedule as the branch Chroniclers in 6.3.6.2, and will cover such items as How many new Grant Use Forms received, and so forth.
      2. Atlantian Historian
        1. The Atlantian Historian shall maintain a copy of all the publications generated within the Kingdom of Atlantia for posterity electronically, and in hard copy if possible, working with the Web Minister to archive electronic copies of newsletters for easy access in the future.
        2. The Atlantian Historian shall maintain a web page with the history of the Kingdom of Atlantia.
        3. The Atlantian Historian shall submit an annual report to the Kingdom Chronicler.
          1. The Kingdom Chronicler will publish this report in the Acorn.
          2. The Kingdom Historian shall post the report on the Kingdom History web page.
          3. This report is due to the Kingdom Chronicler on 01-Feb each year, and will cover the activities of the office for the preceding year being a chronological listing of major events that occurred during the year. Examples of information that would be noted are:
            • Dates of the Crown Tourneys and the names of the fighters (and their consorts) who were in the final round. Annotate who eventually won
            • Coronation dates
            • Dates of the Curia Regis
            • Changes in a branch's status (Shire elevation to Barony, etcetera)
            • Creation of new groups, suspension and/or dissolution of a group
            • Dates of Baronial Investitures and the names of the new Baron/Baroness
            • Dates of those events where competitions for the Kingdom Notables were held, and the name of the new Notable
            • Dates of the turnovers of the Great Officers
            • Any other significant event should be recorded as well
      3. Additional Deputies
        1. The Kingdom Chronicler reserves the right to create new deputy positions as needed and will provide duties and responsibilities at that time.

6.8 Removal from Office

      1. The Kingdom Chronicler removal of Group Chronicler.
        1. The Kingdom Chronicler may withdraw the warrant of a Chronicler and require that the group replace the Chronicler if circumstances warrant the replacement. Reasons for removal from office include, but are not limited to:
          • Failure to submit two consecutive reports
          • Repeated failure to send a copy of the newsletter to the required complimentary copy recipients
          • Repeated failure to meet publishing timelines
          • Repeated failure to respond to eMail communications to Kingdom Chronicler
          • Repeated use of copyrighted material without written permission
          • Failure to abide by the policies contained in this document and the Society Chronicler’s Policies
          • Repeated use of material that is in poor taste
          • Blatant disregard of Kingdom Law
          • Politicizing of the office
      2. Group request for Group Chronicler Removal.
        1. Groups may ask the Kingdom Chronicler to remove the warrant of their Group Chronicler at any time for cause provided they put it in writing (eMail to Kingdom Chronicler from Seneschal/Baron/Baroness) with reason.
        2. The group should have an acceptable replacement (refer to section 6.2.2) for the person available to step into the position.

6.9 Acorn Submission Information

      1. Format.
        1. Submissions are required in electronic form eMailed to Chronicler AT atlantia.sca.org .
      2. Deadline
        1. All submissions should be received by the Kingdom Chronicler no later than the first day of the month preceding the publication month but not later than the fifth of the month preceding publication to guarantee inclusion in the Acorn.

6.10 Event Registration

      1. All events intending to be official must have a completed current event registration form filed with the Calendar Deputy prior to the publication of any event information. Events are to be registered using SPIKE (System for Processing Information for Kingdom Events) located at http://chronicler.atlantia.sca.org/spike/.
      2. Events are placed on the calendar for the month that the event is to take place in chronological order.
      3. Any event beyond the month of publication is placed on the calendar in chronological order as space permits.
      4. The following fields of the event registration form must be filled out to be placed on the calendar.
        1. Name of Event.
        2. Date(s) desired for Event.
        3. Names of Holding/Sponsoring Branch.
          • If the branch holding the event is an Incipient Branch, the event must be sponsored by the Incipient Branch's sponsor
          • The Sponsoring Branch is financially responsible for the event (checks made payable to SCA, Inc/Sponsoring Branch) and the Seneschal of the Sponsoring Branch must fill out the Seneschal information on the Event Registration Form
          • A Sponsoring Branch may also be used if the Holding Branch does not have a warranted Knight’s Marshal or Branch Minister of Lists and desires to hold fighting activities at their event
      5. Name and legal address of the site.
        1. This block may be listed as "To Be Announced" (TBA) if the site has not been secured, however, the information must be provided to the Chronicler by the 1st day of the month of the event so that it will be published in the Acorn.
      6. Event duration meaning the time the site opens and closes.
      7. Event conflicts.
        1. The first branch to submit a fully completed Event Registration to the Kingdom Chronicler may request that other branches be required to obtain permission to hold an event on the same date within the distance restrictions stated in the Atlantian Great Book of Law.
        2. Branches submitting an Event Registration Form that does not include a site location (TBA) may not request this restriction until they locate a site and inform the Kingdom Chronicler of the change. If the site changes after an event is registered, any request for other groups to obtain permission to hold an event on the same date within the driving restrictions will be re-evaluated in light of the site change.
      8. Site restrictions.
        1. Explain any site restrictions such as no open flames, no pets, and so forth. You must specify whether or not alcohol is permitted on site.
      9. Autocrat Information.
        1. Provide the Autocrat’s SCA and Legal name, physical address, phone number with area code, membership number with expiration date, and an eMail address they will respond to. If there is a deputy Autocrat for the event, list only one name on this form.
      10. Provide the Registration person’s SCA and Legal name, physical address, phone number with area code, and an eMail address they will respond to.
      11. Seneschal Information.
        1. Provide the Seneschal’s SCA and Legal name, physical address, phone number with area code, membership number with expiration date, and an eMail address they will respond to.
        2. If there is a Sponsoring Branch listed, the Seneschal of the Sponsoring Branch must also be listed. The Sponsoring Branch Seneschal must approve the event before the event is allowed to appear on the Kingdom Calendar.
      12. Fighting Activities.
        1. Check the appropriate blocks for any fighting activities to be held.
        2. The proper warranted officials responsible for submitting event reports, Marshal in Charge (MiC), Minister of the Lists (MoL), in accordance with the policies of the Earl Marshal and Kingdom MoL, must be listed on the event registration in order for fighting to occur at the event. The MiC's and/or MoL's information may be left blank if they have not been identified at the time of the submission. The information must be submitted in time for publication for the month of the event or the fighting activities may not take place.
      13. Kingdom Level Events/Reserved Weekend Authorization.
        1. This block must be used if the registration is for a Kingdom Level Event or for an event that is to be held on one of the reserved weekends. These weekends are defined in the Atlantian Great Book of Law.

          The first weekend of the month is defined as the first full weekend of the month. Should the first of the month fall on a Sunday, that weekend will be considered as the last weekend of the preceding month.

          Mark the appropriate block on the form to indicate how permission was received from Their Royal Majesties, whether it was in person, via phone, or via eMail.

      14. Arts and Sciences activities should be defined.
      15. Describe any other pertinent information regarding the event.
      16. Changes to events already on the calendar.
      17. If the date is changed after the event is on the calendar, a new event registration is to be submitted.
      18. Any other changes in event information such as site change, name change, addition/deletion of types of fighting activities, change in staff, do not require a new form, but the Chronicler must be notified via eMail, by the 5th of the month the event is held in so that the change can be published in the Acorn.

6.11 Event Flyers

      1. Monthly Requirement
        1. The Society Publications Policy states that flyers for official events must be printed in the issue that covers the month in which the event is to be held. Flyers for Atlantian events will be printed the month of the event, free of charge, and the month prior to the event as space permits.
        2. Flyers are variable in size, so, they will be accommodated as best as possible given Acorn size limitations.
        3. Submission of flyers are accepted via SPIKE (System for Processing Information for Kingdom Events) at http://chronicler.atlantia/sca.org/spike/ or via eMail only. Hardcopy will not be accepted.
        4. All registered events may have the following minimum information printed on the Calendar in The Acorn, space permitting:
          • Event name, date(s)
          • Branch holding event
          • Location of event - City and State
          • Any other information desired to be published in advance space permitting
      2. Flyer Content Specifications.
        1. All event flyers must contain the following for the event to be considered official. If the flyer is incomplete by the submission deadline for the month of the event, the event will be designated as unofficial and will not be published. Information will be published on a space available basis.
        2. Date of Event: Day, month, year that the event will take place.
        3. Full Branch Name: Complete full name of the Branch holding the event.
        4. Location and Directions: The full name and complete legal address of the Site must be included in the directions. However, with GPS capabilities of today, there is no need to include from all cardinal directions, include enough so that the site can be found if one loses connectivity.
        5. Autocrat: Autocrat's SCA and legal name, address, telephone number and eMail address they will respond to.
        6. Cost: Cost of the event with deadlines, as necessary. If there is a cost, the statement "Make checks payable to 'SCA, Inc./Branch name" must be included. If the event is free, say so.
        7. Activities: Give a brief synopsis of your event:
          • The activities planned
          • A&S exhibitions or competitions
          • Feast information
          • Types of martial activities being held
          • Merchant information
          • Child care (or lack thereof) information
          • Whether it is a wet/dry site
          • Whether or not pets are allowed
          • Handicapped accessibility
          • Alcohol allowed or not and any other restrictions imposed by the site
          • Anything else? Play it up, this is your place to sell your event
        8. Duration: Start and stop time of event. For example, “The Site opens at 5:00 PM on Friday and will close at 1:00 PM on Sunday”.
      3. On-Line Calendar.
        1. All flyers for registered events will be included in the online calendar.
        2. If there is any reason that the flyer may not be posted to the Internet, in whole or in part, it is the responsibility of the Autocrat for the event to notify the Kingdom Chronicler and Kingdom Seneschal of the restriction(s) and why.
        3. If the event becomes unofficial for some reason, it is the responsibility of the Autocrat to resolve the situation to make the event official or it will remain off the Kingdom Calendar.

6.12 Unofficial Events

      1. Registered Events Becoming Unofficial
        1. A registered event will become unofficial for one of the following reasons:
          1. Incomplete flyer as of the deadline for submissions for the month of the event.
          2. Change in Autocrat without submitting a new Event Registration Form as of the deadline for submissions for the month of the event.
          3. Suspension of the hosting branch. Events that the branch has on the calendar at the time of suspension will be removed from the calendar.
        .
      2. Chronicler’s Discretion.
        1. Other events that are not on the calendar, such as SCA-style weddings, may be published at the Chronicler's discretion and are treated as advertisements.
        2. Event Registration Forms are not required for this type of event and their flyers will not be published to the Acorn website.

6.13 Official Activities

      1. The following activities are only permitted at official events:
        1. The giving of awards by Their Royal Majesties or Their Representatives such as Landed Baronage.
        2. The making of laws or other official business of the Kingdom such as:
          • Curia
          • Crown lists
          • Coronations
          • Baronial Investitures
      2. Competitions to determine the Kingdom Notables.
      3. The signing of any event specific documents such as waivers by Minister of the Lists, etcetera.

6.14 Advertising

      1. Paid Advertising.
        1. It is the policy of the Society that, due to the complexity of Internal Revenue Service regulations, local newsletters will not accept paid advertising for publication in their newsletters.
        2. Individuals may, however, sponsor pages within the newsletter, and may have a brief announcement of that sponsorship listed either on that page or elsewhere within the newsletter.
      2. Advertising Information
        1. Advertising is accepted on a space-available basis.
        2. Advertising submissions will be accepted in electronic format only.

End FAQ

The Atlantian Book of Policy (Updated - 2017-02-01)
Date Monday, February 01, 2017 -- 713 KB
 
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