Commit 5a8ba7f0 authored by Anna Wilson's avatar Anna Wilson
Browse files

library

parent 45764549
......@@ -69,21 +69,21 @@ top:
url: /library/group-resources/
subsubmenu:
- page: Bidding for Events
url: /library/group-resources/biddingforevents.html
url: /library/group-resources/bidding-for-events/
- page: How to start a local group
url: /library/group-resources/howtosetup.html
url: /library/group-resources/how-to-setup/
- page: Resources for running an Event
url: /library/Howtos/RunninganEvent.html
url: /library/Howtos/running-an-event/
- page: Find a Principality Officer
url: /governance/FindanOfficer.html
url: /governance/find-an-officer/
- page: "You're a Shire officer, what now?"
url: /library/group-resources/newshireofficers.html
url: /library/group-resources/new-shire-officers/
- page: Principality Law
url: /library/Publications/PrincipalityLaw.html
url: /library/publications/principality-law/
- page: Library
url: /library/
- page: How tos and Guides
url: /library/Howtos/
url: /library/howtos/
- page: The Baelfyr (newsletter)
url: /baelfyr/
......
---
layout: fixme
---
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---
redirect_from: /governance/gdprAdvice.html
title: General GDPR Advice and Key Changes
---
Note: The below should be read in conjunction with the
[formal Insulae Draconis Principality GDPR policy]({% link governance/gdpr.md %}).
### Electronic 3rd Party Record Keeping
It is advised that all files should be stored with an online provider and no SCA files (unless personal which is then an individual’s choice) should be kept on personal computers. Google docs etc and other similar functionality is available for this.
### Long Term Retention of Attendance Data for Insurance Purposes
One key change in process will be retention of some data, particularly attendance sheets at practices and events for insurance purposes. We need someone at group level to hold that information for an extended period of time (across years). These records will be electronic. (Easiest way is to take a legible picture of the attendance sheet at the end of the practice or event on a smartphone). The person running the practice or event can then forward the image to the group seneschal who then will store it in an online folder as per above.
### General Retention of Data
All officers at all levels are encouraged to go through their files and determine what is necessary information with a legitimate purpose to be retained. All unnecessary information should either be deleted or if in paper form securely disposed of.
What comprises necessary information for legitimate purposes will vary from office to office.
The marshallate for example will have a legitimate need to retain records of authorised combatants, and authorised marshals, and relevant incident records for example.
Heralds for example will need records of device and name submissions. The device and SCA name submission may not be sensitive data in itself but because linked to a mundane name in the submission process will become so. Group Marshalls and Heralds at shire level will have need to share information up to principality and maybe Kingdom level and vice-versa.
### Short-Term Data
There will be a need for some data to be created and operated on a short-term basis, particularly documentation needed for events, bookings, dietary information, whether a person has paid etc.
This data should be restricted to people directly connected with running the event and then at the completion of the event, deleted (attendance data being the exception as per above)
### Non-sensitive data
Not all data should be considered as sensitive and requiring deletion. A lot of purely SCA data will not be considered as sensitive. For example, The Order of Precedence which shows peoples SCA names and their awards is up on relevant society websites. This information displays SCA names and awards attached to those names, but does not link to mundane names or other real world information. It is necessary so people can check who has got what award, a good idea before recommending someone to Royalty for their 3rd Award of Arms for example...smile. However, it is not real world sensitive information as such.
---
redirect_from: /governance/gdpr.html
title: GDPR Information Handling Policy
subtitle: For all Groups within the Principality of Insulae Draconis
---
### Introduction
GDPR tests are approval to hold data, legitimate interest/use and security of storage.
For organisations, having a GDPR policy in place will also be helpful to show that there is a consistent way that GDPR is being handled. This is why a Principality wide draft policy has been developed.
#### Security of Data
The security of data storage one is fairly straight forward. By placing data on 3rd party applications like google-docs that require a login and password, you eliminate the risk of data being on your own pc or laptop, so data security easier (as long as passwords held securely etc.
#### Approval to hold data
Approval is a little trickier. Approval consent does not last forever. The advice received indicates a 2-year window. For instance, the chronicler has sent out one email requesting everyone who get gets Baelfyr to confirm they are happy to continue receiving it
#### Positive Statements
Positive statements will need to go on all forms and attendance sheets indicating that data will be held for legitimate purposes such as insurance records etc. and that short-term data will be deleted after use (say at the end of an event when no longer needed)
#### Legitimate Purpose
Legitimate purpose is reasonably straight forward. - allow the business of the society to progress as per normal...Marshallate need marshal files etc, event stewards need booking sheets etc. The examples are numerous.
#### Retention of Data
Data will only be held as long as there is a legitimate purpose in doing so, and data will be regularly reviewed by relevant officers to ensure that no data is held longer than necessary.
#### Deletion of Data
Data will be securely deleted on reputable 3rd party applications. Hardcopy data will be securely disposed of by shredding or burning.
## BODY OF POLICY
### General Principle
[GROUP NAME HERE] is committed to looking after data properly. We recognise that all information collected, processed and stored in order to carry out our activities must be handled fairly, lawfully and securely and properly disposed of when no longer necessary.
#### Data Storage and Access
All information is held securely in electronic format in group-controlled accounts hosted by third-party data providers (eg. Google Docs) and is only to be accessed, used or shared appropriately by people with legitimate interest, such as shire officers and event team members.
#### General Data
The group holds some information for the proper, legal and safe governance and organisation of the legitimate interests and obligations of the group. This includes, but is not limited to: accounts, correspondence, accident reports, safeguarding information and information about venue bookings.
### Personal Data
#### Events
For all events, including single day events and practices a list of names of those attending will be collected via an attendance sheet, to be retained in electronic form by the relevant Group Seneschal for no more than seven years*, after which it will be securely deleted. This information is held for insurance purposes. When a shire hosts Principality or Kingdom events within Insulae Draconis, this data will be shared with and stored by the Principality Seneschal for the same period.
In order to attend or register for an event with advance registration, participants are asked to provide some details, which will vary by event but are likely to include:
- Your name and SCA name – so we know who is coming
- Contact details, usually phone numbers and email addresses – so we can provide further information about the event, including notifying you of any changes.
- Whether you are a member of the SCA or an affiliate body of the SCA - in order for us to comply with society reporting of attendance
- Any food allergies or other special dietary needs – for events where food is prepared
- Any other information you provide to the event team eg. physical limitations on bunk bed use
We will ask for your explicit consent to hold and use event registration data for the purposes of organising and running the event.
Full information on event attendees is available to the core event team only (usually event steward, deputy event steward, head cook and registration steward). Some information, excluding contact information, may also be made available to other event team members (such as kitchen helpers, volunteers at the registration desk, heralds) where necessary.
Information regarding payments via bank transfer or IBAN is collected and processed by the bank. Only people with a legitimate interest, normally Shire Exchequer and/or a registration steward, have access to information provided on the bank statement about payments.
SCA names may be publicly displayed online showing who is expected to attend.
Registration information, other than the attendance sheet, will be securely deleted no later than six months after the event.
#### Photography and Media Consent
If you agree to images, recordings or other media which you made or in which you appear being used by the group (eg. on the website, on leaflets) we will keep a record of your consent.
#### Membership
By requesting to join SCA UK CIC, consent is given for membership details to be retained in a 3rd party data application with appropriate login security and policies (already in place). Permission is also given for the Principality Newsletter (The Baelfyr) to be distributed to members email addresses unless otherwise indicated at time of joining.
Member details will only be accessed by appropriate individuals with legitimate purposes (ie the Membership Secretary, and the Principality Seneschal – to be able to run polls for example)
#### Mailing Lists
If the shire operates an email-based mailing list for group communications, any list of email addresses, user names and passwords will be held securely by the mailing list administrator. You may request un-subscription at any time. Information on membership of social media groups and mailing groups used for communication, eg. Facebook, Yahoo!, is held by the provider, not the group.
#### Recruiting Data
From time to time contact information may be collected at eg. demos in order to send out information about the group’s activities. This information will be collected via a form seeking consent to receive email about the group and upcoming shire events. One email will be sent, providing links to the relevant group’s website and social media presences and asking the recipient to confirm consent to use that email address for any further contact.
#### Sharing Information with Third Parties
Information may be shared with appropriate people within the Shire, SCA Principality, Kingdom and Society structures where proper and necessary to the legitimate interests of the group.
We do not pass personal data to third parties outside the SCA, other than for cloud storage or if legally required to do so.
If event management or ticketing systems are used in order to collect event information we will only use reputable providers with appropriate data protection policies.
#### Updating or deleting your details
Please contact the event registration steward if you need to update any details in the run up to an event.
Please contact the relevant seneschal in order to request deletion of any of your details or request a copy of the data we currently hold on you, by emailing: GROUP SENESCHAL EMAIL HERE
*time period to be adjusted on receipt of correct retention information from insurers
---
title: Fibre Guild Charter
---
## Goals and Objectives
The Insulae Draconis Fibre Guild aims to promote fibre arts in the Principality of InsulaeDraconis. The Guild will bring together the Principalities Fibre Artists for the furtherment of allfibre arts practiced between 600 and 1600 AD.
The Guild will promote the following fibers arts, but is not limited to this list.
- Braiding­ Fingerloop and Kumihimo
- Costuming
- Dyeing
- Embroidery
- Knitting
- Lace
- Naalbinding
- Spinning
- Weaving­ both cloth and narrowares
## Statutes
### Guild Head
The Guild will be overseen by a Guild Head (Or Guild Warden). The Guild Head will serve for aterm of 2 years. The Guild Head will begin looking for a replacement approximately 6 monthsbefore the end of their term and will consult Their Highnesses and the Principality Minister ofArts and Sciences for final approval of their successor.
### Guild Hall
The Guild Warden may convene the Guild Hall at any event and is encouraged to do so for atleast 1 Principality Level Event. The Guild Hall may be opened for discussion of Guild business,the sharing of fibre arts works and knowledge, or other relevant business.
### Guild Responsibilities
In keeping with the purpose, the Guild may organize a fibre tract of classes at events (such as,but not limited to Insulae Draconis University, Fayre Raglan) and sponsor Arts & SciencesCompetitions. In times of need the Guild will help, as appropriate, with charitable works withinthe Principality.
### Heraldry/Livery
In keeping with our predecessors, the Guild will register arms or mutual acceptance to themajority of members. The Guild may also utilize a livery and Prime Wardens will have theprivilege of dressing in the Guilds livery, when they see fit.
### Members
The Guild will be open to anyone interested in fibre arts. New members will be known asinitiates. New members need only have an interest in the Fibre Arts and let the Guild Wardenknow they would like to join. Members may choose to advance through the following Guild
Ranks. Members may choose to advance through the ranks as a specialist in an area of ageneralist practitioner. Specialist may choose to focus their work in a specific area/time period,whereas generalist may choose to broad range of Medieval stitches to explore in their studies.
The ranks of the Guild are as follows.
1. Petit Wardens­ will have entered a fibre work in one competition or will have taught aclass at a Principality or Kingdom level event on a medieval fibre art. Members wishingto advance to this rank should notify the Guild Warden upon completion of thisrequirement.
2. Wardens­ will have entered at least one Principality level competition with their fibrework, taught at least 2 classes in fibre arts and will submit a body of work to the PrimeWardens showing generalist or specialist knowledge and skill in medieval fibre arts.
3. Prime Warden­ will have taught at least 1 new class since achieving the rank of Warden,and ran at least 1 competition, or organized the classes for 1 event. Candidates willsubmit a body of work of no less than 5 works to the Prime Wardens. These works maybe either generalist or specialist in nature.
- Generalists works should be comprised of at least 3 different techniques.
- Specialists submissions should be comprised of at least 3 different uses of aparticular technique and should be focused on a given period or culture. The firstthree members shall submit their works to Their Highnesses, and the PrimeWardens, who may enlist the aid of the Guild Warden, if they so choose.
---
sidebar: sidebar-groups
redirect_from: /Library/GroupResources/biddingforevents.html
title: Bidding for Events
---
## Considerations if your group wishes to bid for the Coronet Tournament event.
Twice a year Coronet Tourney will take place in any of the Shires of Insulae Draconis. There are also opportunities to propose to run Crown events, details of this can be found [on the Drachenwald website](https://drachenwald.sca.org/offices/seneschal/event-bid-checklist/).
The Insulae Dracnonis Seneschal will let it be known that event bids are being requested and the Seneschal and Exchequer will decide on the winning one. The seneschal of your group will propose the event bid and they must be fully on board with your Group's bid. Before you consider making a bid here is a general overview of the kinds of information you will need to provide:
- Details about your event team - the event steward, head cook, marshal in charge, reservation steward, event herald and so on) - including their experience and details of previous events. This also includes details about the people needed to get the site set up and cleaned up after.
- Details about the site being proposed for the site - how many beds, classrooms, halls, is there indoor and outdoor space? There must be an area suitable for the Tourney itself, what are the options in inclement weather? How many can be safely accommodated? How many can be seated for feast? Is bedding provided? How many tables and chairs are there. Is it wheelchair accessible? What is the alcohol policy? Is there sufficient parking? What is the Fire safety policy? Are pets allowed? Will the event have exclusive access to the site?
- Is there a kitchen of sufficient size to cater for the expected numbers? Des it have suitable cooker(s), refrigeration, dishwasher and so on? How will shopping for food and event supplies be handled? Is the water potable?
- What other activities are your proposing to run at the event, what space and facilities are there for those? What are the options in inclement weather?
- Budget information: how much does the site cost? What are your food cost estimations, what is your break even number, ow much are you proposing to charge as an event fee? You must have a clear breakdown of fees per adult, child and family and lay out if there are separate fees for day trippers and those staying for the full event with accommodation.
- Travel arrangements - what public transport options are there, how will people get to the site, will there be pickups from airport and bus or train stations?
- Are there alternative accommodation options like hotels, guest houses, B&Bs or hostels nearby?
---
sidebar: sidebar-groups
redirect_from: /Library/GroupResources/howtosetup.html
title: How to Set Up a Group
subtitle: So the nearest Shire is <i>just</i> that little bit far away...
---
Maybe a few people have started to consider making a more local group? Great! There's a few things we would like to draw your attention to before you start not least a quick introduction to the idea of sizing what you're able to get started with. This guide isn't comprehensive, and isn't intended to be, consider it more a starting point or discussion document. You'll need to talk to some officers if you want to start properly down the road.
## Some stuff to be aware of before you begin
The process is *not* fast
You need to ask yourself about your motivations - if the local branch is actually quite close but you have a particular set of friends you like to play with in that group maybe a less formal "household" arrangement is what you need? A formal SCA group is geographically-based; it has to include everyone who lives within its borders.
People tend to get territorial about their Shires, tred carefully when you're starting to express a desire to break from existing groups.
It can't be just you, you need a critical mass of people who are also willing to put the work in. You will need at least five paid members, and a healthy Shire should usually have at least ten active participants and some have to be willing to be the key officers.
## Contact the Insulae Draconis Seneschal
The Seneschal is the person in charge of running the day-to-day affairs of the Principality. They can tell you about the rules for creating new groups and any specific rules particular to Insulae Draconis. They will also act as your advocate in this process and will be making the recommendation to the Board to make you a real shire.
## Make sure your neighbours are kept in the loop
They may be able to help you get going, provide some additional experience, and maybe loan an officer occasionally to help you start up.
## Start acting like you mean it
You will need at least five paid members, as mentioned earlier - to make sure you maintain the numbers it's sensible not to just barely make that 5. 10-15 people participating more or less regularly is a good, healthy number. In terms of officers, you need a Seneschal, an Exchequer(Treasurer) who can't be related to the Seneschal, or live at the same address, and either a Marshal (who runs armored combat) or a Minister of Arts & Sciences.
You will need to choose a name for the group, and should start thinking about a device (a coat of arms). Get agreement in your group and make sure you consult with some heralds about it. Note that the device should have a Laurel wreath somewhere on it; this is the standard SCA way of designating branch heraldry.
Plan an event if you can, you'll need to be sponsered by another group. They deal with the official parts (the legal evet stewarding, taking care of the money and reporting), while your new group tackle the eventtasks that best demonstrate your abilities. If there's a nearby branch that you are friendly with, consider trying this out.
## The Incipient Shire
Somewhere in this waiting period the Seneschal will tell you that you are an "Incipient Shire", a Shire in the process of forming. You now need to demonstrate that you can keep your members and officers and are developing the expertise to take on the reposibities of a Shire.
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---
layout: fixme
sidebar: sidebar-groups
redirect_from: /Library/GroupResources/
title: Resources for Groups in Insulae Draconis
subtitle: Starting up, running a group, running events and reporting up
---
## Starting a Group
- [Introducing Hamlets]({% link library/howtos/hamlets.md %})
- [Some considerations regarding setting up a new group]({% link library/group-resources/how-to-setup.md %})
## Running Events
- [Bidding for Principality or Crown events]({% link library/group-resources/bidding-for-events.md %})
- [Planning and running events, budgeting, etc]({% link library/howtos/running-an-event.md %})
## Group resources
- [How to be a Group Seneschal]({% link library/group-resources/shire-seneschal.md %})
- [How to be a Group Exchequer]({% link library/group-resources/shire-exchequer.md %})
- [How to be a Group Chatelaine]({% link library/group-resources/shire-chatelaine.md %})
- [How to be a Group MoAS]({% link library/group-resources/shire-moas.md %})
- [How to be a Group Captain of Archers]({% link library/group-resources/shire-captain-of-archers.md %})
- [How to be a Group Knight Marshal]({% link activities/armoured-combat/how-to-knight-marshal.md %})
- [Some tips and tricks running an event]({% link library/howtos/running-an-event.md %})
- [Bidding for a Principality event]({% link library/group-resources/bidding-for-events.md %})
- [Some things to think about if you wish to set up a group]({% link library/group-resources/how-to-setup.md %})
- [Find a Principality Officer]({% link governance/find-an-officer.html %})
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---
layout: fixme
---
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sidebar: sidebar-archery
redirect_from: /Library/GroupResources/ShireCaptainOfArchers.html
title: New Shire Officers - Captain of Archers
---
# Your job as Shire Captain of Archers
## Don't panic!
You've got this, just think, you've been elected so your local group are already behind you. Try to have fun. Often having a deputy to assist in the office can help with this.
## Responsibilities
As Captain of Archers you are probably an an Archery Marshal, but if not don't worry. We do recommend that you keep in regular touch with a marshal to ensure that skillset is available to you and your Group. Your job is to
- serve as the point of contact to the Lieutenant General of Archers.
- to be a champion of all things archery related in your area and to organise or help archery activities
- to ensure that all archery activities in your Group have a Marshal in attendance.
- to report to the Lieutenant General of Archers. Reports should contain information about all archery events and archery related activities held in the branch as well as a list of the active archers.
## Reporting
Send in a report once every three months. Ask for extra time or help with any part of it if you want. Reports need to be submitted to your local group Seneschal and the Principality Lieutenant General of Archers by the 15th of January, April, July and October.
---
layout: fixme
---
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---
sidebar: sidebar-groups
redirect_from: /Library/GroupResources/ShireExchequer.html
title: New Shire Officers - Exchequer
---
# So you're a new Exchequer in your Shire, what now?
## Do you have your warrant?
In order to become a group or branch Exchequer, either the branch seneschal or the outgoing exchequer should assist the new exchequer in completing a request for Warrant letter or email, which will be sent to the Principality Chancellor of the Exchequer. Along with the Request for Warrant letter, the following items must be included:
1. Proof of identification, which includes a photo. This can be can be a copy of a driver's license, military ID card, passport or other legal identification.
2. Proof of SCA membership, which can be a copy of their membership card, newsletter mailing label, registry printout, or a letter from the Society stating membership. Note that scans sent by email are acceptable.
3. All exchequers must be 18 years or older.
4. Upon approval, the Principality Chancellor of the Exchequer will provide the relevant information to the Kingdom Chancellor of the Exchequer and request that a warrant be issued.
5. The Term of Office shall be two years long, and no Exchequer should serve more than two consecutive terms.
## Don't panic!
First, you are part of a branch committee, so you're not alone, you should have the branch Seneschal and at least one other officer to share the responsibility with.
## Your Responsibilities.
1. You need to become familiar with the Laws and Policies governing the use and controls of branch assets as outlined in the Chancellor of the Exchequer Branch Officer’s Reference Handbook, Drachenwald Financial Policy and Insulae Draconis Financial Policy.
2. You will also need to become familiar with your country's laws regulating clubs and societies and not for profit organisations.
3. Read the Kingdom Exchequer's letter in the Dragon's Tale and the Principality Exchequer’s letter in [the Baelfyr]({% link baelfyr/index.md %}), where any proposed changes in policy or procedure will be noted first.
4. Reporting - you will need to make a standard quarterly report to the Insulae Draconis Exchequer and complete the Doomsday report. The group's Exchequer and Seneschal shall sign the reports at least once a year (Doomsday report).
5. Keep records!! Keep receipts!!
6. Administer the branch bank accounts and ensure you get quarterly statements
## Reporting
C. Quarterly reports are due to the Principality Exchequer by
1. First Quarter (1 January – 31 March) 15 April
2. Second Quarter (1 April – 30 June) 15 July
3. Third Quarter (1 July – 30 September) 15 October
4. Fourth Quarter (1 October – 31 December) 15 January next year. This report is also the year-end "Doomsday" Report.
## Banking considerations
All funds held by the branches or Principality Offices will be held in an account in the name of the 'SCA,Inc-&lt;name of branch or office&gt;’ or ‘SCA-&lt;name of branch&gt;’, or ‘&lt;name of branch&gt;-SCA, Inc.’. The account will require two signatures to withdraw money. The signatories will not live in the same residence.
## Agreeing a budget spend
Exchequers can only release funds with the agrement of the finacial committee for that branch. The decisions on expenditures of financial committees will be determined by a simple majority vote of the committee members. The amount must be agreed in advance. Receipts must be provided. Petty cash is not allowed.The advancement of cash for purchases is allowed, if agreed by the Shire Finance committee, and if the remaining cash, plus receipts are taken back by the exchequer when the specific purchase for which the money was released has been made. Cash advances for this should be made by cheque made out to the individual making the purchase (not taken from event fees or by using a cheque made out to “cash”).
## A personal Perspective
Some words of encouragement from a fellow local Exchequer.
<blockquote class="testimonial">
<p>
So you have been elected to the office of Exchequer. Congratulations! This is of course the first step along the path to Known World Domination! Soon, they will fear you, then the will respect you, then they will follow you!
</p>
<p>
I kid, of course. The role of the Exchequer boils down to a couple of questions. Those are usually How Much?, and Why do we need it?
These are important because you are now the steward of the Shire's money, and you have a responsibility to make sure it's spent judiciously and efficiently.
</p>
<p>
You and the other members of the Shire financial committee will be the ones making day to day decisions on how funds are disbursed. This means helping decide who to buy from, what to pay for and if something is actually necessary. This last one is arguably the most important. Essentially you act as a check on the well know SCA urge of "ooh shiny, gimme!".
</p>
<p>
In effect, your job is not to say "no, you cannot buy that trebuchet!", it's to say "How much is the trebuchet going to cost us? Who's selling it? Can we get it cheaper somewhere else? Would it be more cost effective to construct it ourselves? Would a Mangonel be a better choice cost wise? Where are we going to store it between sieges? And, do we actually need a trebuchet? (in that order of priority, usually!)
</p>
<p>
It's important to remember, you are not in this alone. Your principality and kingdom Exchequers have got your back. If you have questions, ask them. Seriously, they are lovely people. They hardly ever eat full grown people! If you're hesitant, ask your predecessor in the Job. They will be completely happy to give you advice, they very recently were you, and they remember what it was like.
</p>
<p>
Keep your ledger up to date. It doesn't take a huge amount of time, literally 15 mins a week, sometimes even less, but simplifies things so much.
</p>
<p>
Always fill out the counterfoil in the chequebook with as much info as you can. What's the cheque for? Who to? How much? When was it written? All super important, all much harder to recall at a remove.
</p>
<p>
Be clear who is giving you info. For example, say Sir A is in charge of taking money and paying the hall for Heavy. At reporting time I need to get the Relevant info from him. Similarly, Master B for A&S, Master C for Fencing and Lord D for Archery. At quarter end, these are the folks you need to check in with.
</p>
<p>
Sometimes, you will need to bug people for this info. SCA people are lovely, so be polite about it, but be firm. The quarterly report is due on the 15th of Jan/April/July/October, if they haven't volunteered the info by the 3rd, start asking them. Repeat as necessary. Adjust firmness as required, while maintaining politeness. We're all volunteers and this is a game, and sometimes people have Mundane stuff getting in the way. Bear this in mind.
</p>
<p>
The report. Aah the report. It's actually pretty straightforward now (ask any older exchequer about the old report. Oh how they'll laugh, and laugh and laugh!). Your predecessor should have gone through it with you, and hopefully made you familiar with it. If for whatever reason that hasn't happened, the important thing is not to panic! (or forget your towel, but I digress) Again, ask. The principality Exchequer will be happy to walk you through it if necessary.
</p>
<p>
Fair warning, sometimes it will not balance. This WILL drive you potty. You WILL shout at your computer. You WILL start to reconsider all the life choices that brought you to this point. You WILL consider quitting to go and walk the earth to fight crime. Get someone else to have a look at the report. This is most definitely an area where a second set of experienced eyes is super worthwhile (though if you want to go walk the earth and fight crime, that's cool too. You just need to trick/recruit someone else into being your replacement!)
</p>
<p>
Remember: there are a whole bunch of people who are here to support you.
</p>
<cite>
<span class="name">Lord Aodhan Dha Cheist</span>
</cite>
</blockquote>
---
sidebar: sidebar-groups
redirect_from: /Library/GroupResources/ShireMoAS.html
title: New Shire Officers - Minister of Arts and Sciences
---
# Your job as Shire Minister of Arts and Sciences
## Do you have your warrant?
In order to become a group or branch Minster of Arts and Sciences (often referred to as the MoAS), either the branch seneschal or the outgoing MoAS should assist the new in completing a request for Warrant letter or email, which will be sent to the Principality MoAS. rovide that officer with your SCA Name, Legal Name, Membership Number, Expiration Date. You must be an [SCA Member](https://membermojo.co.uk/scauk) and over 18. The Term of Office shall be two years long, and no MoAS should serve more than two
consecutive terms.
## Don't panic!
You've got this, just think, you've been elected so your local group are already behind you. Join Email lists and facebook groups for lots of help and ideas.
## Reporting
Send in a report once every three months. There is a report template that you will be given when you get your warrant. Ask for extra time or help with any part of it if you need it. Reports need to be submitted to your local group Seneschal and the Principality Minister for Arts and Sciences by the 15th of January, April, July and October. Your report should include your contact information, a list of any classes held at events your group hosted, your group's A&S Nights/Meetings (if any), classes held at your group's A&S Nights, group activities, and descriptions of individual projects. One of the most rewarding aspects of the A&S position is the knowledge it provides to recommend deserving artisans for awards. You should use the information provided for reports to back up these recommendations. It may be helpful to create a list of local artisans and their awards. This will allow you to easily look at the recognition your local members have already received and identify who is ready for more recognition.
## Assisting other Artisans
A large part of your job is to provide assistance to other artisans in your Shire, even if you have no knowledge of the arts or sciences they practice. You will also act as a local contact for all arts and sciences. You don't have to know everything, just how to get artisans in contact with other artisans in their field. When someone comes to you with a question regarding learning a new art or science, you are encouraged to pair them with someone in your local group who already practices that art or science. If no local practitioner exists, then refer them to any relevant resources such as the Kingdom Laurel listing, or the ID Artisan Database.
## A&S Meetings
Where possible you may be expected to arrange regular A&S meetings. These can be weekly, monthly, or quarterly depending on what is practical for your group. It is a good idea to at least arrange one off workshops in various arts & sciences or encourage others to provide such opportunities. A&S meetings and one time only workshops provide an occasion for local artisans to share their skills, learn new skills and socialize with each other, which ensures the group stays in touch with one another. These meetings don't necessarily have to be arranged by you. You may find that there are already regular meetings held by others in the group, which is great! If not you may also encourage more experienced artisans in the group to arrange workshops or regular A&S opportunities.
## Competitions, classes and workshops
Competitions, classes, and displays are other A&S activities you will need to promote. You may well be asked to take on a role promoting a competition or display at your Shire's events - you don't have to do this all by yourself, just be prepared to do or help with these tasks or find someone to do so. Putting a call out to your group for people willing to teach a class or facilitiate a workshop will usually get you a solid A&S element to any event. Consider asking your group to bring tokens to events that they can leave with artisans who particularly impress them. Maybe write up a report in your local newsletter, your Shire's FB group or website chronicling some of your local artisans' work. Fighters get regular feedback by entering competitions and tourneys, artisans thrive with regular feedback too.
Competitions are perhaps the hardest part of this job. At local events you may decide to run a small display and competition and have a popular vote or you may decide to judge using formal judging criteria that you establish before the competition and share with your judges. You will need to arrange judges before the comptition and you should encourage your artisans to provide advance notice and documentation for their entries. Documentation is important and is to be encouraged. The Kingdom of Drachenwald has detailed information about the [criteria used to judge different A&S categories](https://drachenwald.sca.org/offices/moas/judging/).
You may also want to refer to the Drachenwald website for more information on running an A&S competition or display. Encourage your artisans to enter competitions and tell them about the Protectors Competition at Raglan or the Kingdom Artisan competition.
## Seriously, we mean it about the not panicing.
Try to have fun. Often having a deputy to assist in the office can help with this.
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sidebar: sidebar-groups
redirect_from: /Library/GroupResources/ShireSeneschal.html
title: New Shire Officers - Seneschal
---
# Your job as Shire Seneshal
The Seneschal is effectively the chairperson of the group, the task really is one of overseeing the shire. This doesn't mean you need to run everything all by yourself!! You need to consider yourself more in a guidance role, taking note of how the Shire is doing and nudging it along when things seem stalled or when a problem is developing.
## Don't panic!
You've got this. Just think, you've been elected, so your local group are already behind you.
## Tasks of a seneschal
Try to keep your branch focused on having fun. Keep successes in mind and work on problems in as up-beat a way as possible. Knocking disgruntlement on the head early will save everyone a lot of heartache in the long run. If you get the impression people are nothaving fun that's when you need to start thinking of things to counter the trend.
Try and get your shire together, fact to face, from time to time. Just about all the good things in the SCA some from people talking, getting enthused, and making things happen. Is much easier for things to stagnate when shires don’t get together socially and rely on e-mail or Facebook. Don't allow the only reasons for the your Shire to get together to be just work. It’ll be easier for you as seneschal if your Shire is enthused and active.
Try to defuse any conflicts in your shire as they form. From time to time minor disagreements can flair into nasty faction forming. Keep an eye out for it. Few things drive away new members like a feeling of internal scheming and back biting. If a problem can’t be resolved locally feel free to ask the Insulae Draconis Seneschal for a list of potential mediators to sit down with the offended parties. Often an outside person willing to listen and help clear the air can help a lot.
## Reporting
Send in a report once every three months. Ask for extra time or help with any part of it if you want. Reports need to be submitted to the Principality Seneschal by the 15th of January, April, July and October.
## Seriously, we mean it about the not panicing
Try to have fun. Often having a deputy to assist in the office can help with this.
## Tools of the trade
As a shire seneschal you have access to the Insulae Draconis Seneschal’s e-mail list. It’s a good place to discuss any seneschal issues you have, and it’s where a lot of information relevant to your office will be posted.
The Bealfyr (the Principality newsletter) is happy to carry details of any events and practices you are holding. Just send details to the Insulae Draconis Chronicler.
The officers of the Principality and Kingdom are there to support you. Exploit them.
## Things to do as you settle in to office
Remind the regional seneschal to send the updates of your contact details to the Kingdom and Regional newsletters, and websites.
Have your shire website updated with you contact details.
It’s recommended you post a brief mail introducing yourself on the Seneschal’s mailing list so that the other seneschal know that you’ve taken up the office.
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redirect_from: /Library/Howtos/Adoptapersona.html
title: Adopting a Persona
---
## Adopting a Persona
Within the structure of the SCA each member chooses a time and place to re-enact. This is an alter-ego or persona they impersonate to a greater or lesser extent during time spent in the society. This character will be someone who could theoretically have existed during the time period of the member’s choice as long as it is pre-1600 CE. You can choose the type of character, the country and culture the character would have belonged to, and to a certain extent, their class within the normally feudal hierarchy. You also choose a period name appropriate for the assumed place of interest. All this greatly helps create the feel of a medieval setting at our events.
It is recommended to get an idea of the scope and flavour of the SCA and different time periods before choosing a time and place of interest. Think about things like, do you like the clothes from a specific time and place? Do you like the armour, weapons, and culture? Is there a favourite historical film and/or book that has sparked your interest in a particular time and place that you would like to know more about? While many members do change names several times during their SCA career, you might find it easier if you take your time deciding what you wish to be called. Remember that you cannot take on the name and character of someone who actually existed (as in someone well known), so there are no Robin Hoods or Leonardo da Vincis running around.
You can then take this basic time and name and build on it as much as you want. Some people write elaborate background stories for their persona and undertake a lot of research, while others pay little heed to it more than using a name and a rough idea of when they want to be from. There are websites out there that list male and female names gleaned from court rolls of differing centuries and remember that surnames very often come from one of four sources – place of birth/origin, nickname, patronymic (son of Peter=Peterson) or occupation (Carter/Miller/Smith etc.).
Do please try to keep it as realistic/historical as possible. Overly “creative” background stories such as a persona who is an ex-Ninja, now a courtesan in the Royal Court of France, while working as an undercover assassin for the Ottoman Empire, will elicit much mirth but not a lot of respect.
The society also assumes that the entry-level class for a new member is that of lower-level gentry. So people will call you M’Lord or M’Lady as a default title and for reasons of courtesy. However you will not have a proper title until it is earned (Please click here for the article on Awards within the SCA).
In any case having a persona adds to the ambience and gives you a framework on which to base your garb, armour and accoutrements if you wish to. They don’t all have to match but it does look well if they do. Many people will have a couple of personas with which they take part in, for example; a person with an early Celtic persona may also have an interest in Elizabethan life and thus may also have an Elizabethan persona that they use at times when they wish to dress and act as an Elizabethan.
You do not, however, replicate the prejudices that would have gone along with someone from your persona’s time and place. Chivalry and Courtesy take precedence over any such period quarrels.
The Shire Herald should be able to give your more information on developing a persona and will also be able to help with choosing a name that is appropriate for your place and time.
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redirect_from: /Library/Howtos/court-and-tourney-heraldry.html
title: Getting started in Court and Tourney heraldry
subtitle: Sela de la Rosa
sidebar: sidebar-herald
---
Heralds in the SCA do many things which add a real medieval flavour to our events and our arts. [As Genevieve says,]({% link library/howtos/heraldry-in-sca.md %}) those interested in heraldry in the SCA often specialise. If you're interested in helping events to feel properly medieval, and are willing to have a go at some public speaking, then voice heraldry may be for you.
Our role is to keep people informed of important matters while maintaining the atmosphere of the event. Where attendees at a modern conference might consult their devices to see the schedule, we use our voice. There are many things a herald can do, and no special qualifications other than being able to be heard: announcing which scheduled items are about to begin, informing diners of the dishes at feast, and at longer events perhaps even keeping everyone apprised of the current time.
There are two areas of heralding that really enrich an event, and bear looking at in more detail