Virtual Scribe's Handbook for the
Kingdom of Ansteorra

Originator: Phelim "Pug" Gervase - 19980718-01

Revised October 2003
Alex Ravenshaw Kingdom Chronicler: Kingdom of Ansteorra,
Chiara Francesca Arianna d'Onofrio: Kingdom Webminister

  1. Kingdom Virtual Scribe
    The Kingdom Virtual Scribe is responsible for the following:
    1. Oversight of Kingdom Website
      1. The Kingdom Virtual Scribe's primary responsibility is to maintain the Kingdom website. The Kingdom website must conform to the guidelines set within this document, as well as the guidelines set within the Kingdom Chronicler's Handbook. The Kingdom website must contain as current information as made available to the Kingdom Virtual Scribe either via the BlackStar or direct notification by a trusted responsible party.

    2. Oversight of Regional/Local Branch Virtual Scribes
      1. These duties fall upon the Regional Virtual Scribe where such exists. If there is no Regional Virtual Scribe, the Kingdom Virtual Scribe must ensure that all of the Regional Virtual Scribe's duties are appropriately taken care of.

    3. Appointment and Oversight of Deputies
      1. The Kingdom Virtual Scribe may assign or designate such deputies as they see fit to assist in their duties. While such deputies may be given authority, oversight and ultimate responsibility for such deputies and their work remains with the Kingdom Virtual Scribe.

    4. Membership
      1. The Kingdom Virtual Scribe is required to be a paid member of the Society for Creative Anachronism, Inc. A copy of the Kingdom Virtual Scribe's proof of membership must be on file with the Kingdom Chronicler's office. As well, an updated copy must be on record whenever their membership is updated.

    5. Council regarding electronic communications
      1. The Kingdom Virtual Scribe shall act as council regarding the Internet, networks and electronic communications to the Great Officers of State, Crown and Coronet whenever such council is needed. It is recommended that the Kingdom Virtual Scribe attend all meetings of the Great/Lesser Officers of State that they are able to attend to keep apprised of any issues and to act as council where needed.

    6. Kingdom Website - Inappropriate Inclusions
      1. The Kingdom Branch website may not publish any of the items excluded by the Kingdom Chronicler's Handbook.
      2. In addition, the Kingdom website has the following limitations:
        1. The Great Officers of State must be listed with all information published as in the BlackStar. They may add an email address if the Great Officer wishes it to be included, although it is recommended to have it added/corrected through the BlackStar.
        2. Local Branch Seneschals must be listed with their Society name, email address (if available) and phone number. If a local Seneschal wishes to not have this information listed, they must find an appropriate email address and phone number that can be used for correspondences. No other information can be listed for a Local Branch Seneschal.
        3. Local Branch Territorial Nobility must be listed with their Society name and email address and/or phone number. If a local Territorial Noble wishes to not have this information listed, they must find an appropriate email address and/or phone number that can be used for correspondences. No other information can be listed for a Local Branch Territorial Noble.
        4. The Lesser Officers of State, including Regional Officers, can not be listed in any form.
        5. Since paid and non-paid advertisements are not allowed, direct links to merchants, companies, etc., are not permitted. A careful inspection of websites requested to be linked up should be made to help ensure that they are not a merchant nor attempting to avoid this limitation in any manner.
        6. The Kingdom website may not publish event announcements without the express permission from the group hosting the event, as well as all of the points of contact listed within the announcement. The group in question must make all of the information they want published available in a web ready format. A better solution is to have the local group make the announcement available on their website and link to it from the Kingdom website.
        7. Any websites linked to a group listing webpage must be officially recognized and follow the guidelines within this document.

      3. Kingdom Website - Required Statements
        1. The Kingdom Websites must contain the disclaimer and copyright statements as published in the Kingdom Chronicler's Handbook.

      4. Reporting
        1. In accordance to the EPM policies, the **Kingdom Webministers shall report to both the Kingdom Chronicler, and the Society
          Electronic Publications manager.
        2. The Kingdom webs gonigite serves as the Kingdom Virtual Scribe's report. Additionally, the Kingdom Virtual Scribe must report in accordance with any other procedures established or when requested by the Kingdom Chronicler.
        3. **Kingdom Webministers will remain part of the Kingdom Chronicler's staff unless otherwise designated by kingdom law. Warrants for the Kingdom Webministers will be signed by the Crown and the appropriate Great Officer.
          In accordance with Corpora VII.J.1., the office of Kingdom Webminister may be elevated to the status of a Great Office of State by the Crown in accordance with kingdom law and custom. Kingdom Webministers so elevated will no longer be considered part of the corresponding kingdom officer's staff, and warrants for these officers will be signed unilaterally by the Crown per their kingdom law and custom.

      5. Financial Reporting
        1. The Kingdom Virtual Scribe shall not handle SCA funds, as they are not a warranted Treasurer (Kingdom Financial Policy). Donations should be paid directly to the Kingdom Treasurer. Any miscellaneous income received by the Kingdom Virtual Scribe should be turned over immediately to the Kingdom Treasurer.
        2. The Kingdom Virtual Scribe should work with the Kingdom Chronicler to arrange for any necessary funds to be tracked appropriately.
        3. The Kingdom Virtual Scribe is required to report to the Kingdom Chronicler and Treasurer on any income and/or expenses involved in the production and maintenance of the Kingdom website. At a minimum, this report should include:
          1. Any server cost of the website and the time frame that the payment covers
          2. Any donations received
          3. Any miscellaneous income received or expenses incurred on behalf of the Kingdom website.

      6. Required Forms and Manuals
        1. The Kingdom Virtual Scribe is required to have a copy of, or access to, current copies of the following publications/documents:
          1. Corporate Organizational Handbook (Corpora, By-Laws, Articles of Incorporation, G&PD's)
          2. Corporation Publications Handbook
          3. EPM Handbook - Corporate
          4. Laws of the Kingdom of Ansteorra
          5. Chronicler's Handbook - Kingdom of Ansteorra
          6. Virtual Scribe's Handbook - Kingdom of Ansteorra
  2. Regional Virtual Scribes

    Regional Virtual Scribes, where such exists, are responsible for the following:

    1. Production of a Regional Website
      1. A Regional Virtual Scribe's primary responsibility is to maintain a Regional website. The Regional website must conform to the guidelines set within this document, as well as the guidelines set within the Kingdom Chronicler's Handbook.
      2. If a Regional website publishes any contact information besides that already made available on the Kingdom website for the Region and/or the Local Branches with regards to officers or contact points, they must get permission from the individual prior to making the information available on the website. This limitation includes event announcements, site locations and all contact information.
      3. Since paid and non-paid advertisements are not allowed, direct links to merchants, companies, etc., are not permitted. A careful inspection of websites requested to be linked up should be made to help ensure that they are not a merchant nor attempting to avoid this limitation in any manner.
      4. To ensure that the Region is served appropriately, the Regional Virtual Scribe should inform the Regional Chronicler of what content will be presented and maintained on the Regional website.

    2. Oversight of Local Branch Virtual Scribes
      1. A Regional Virtual Scribe's responsibility is to ensure that each and every branch in their region that is maintaining a website is following the guidelines as laid out. No group is required to maintain a website, but those that do are required to maintain the guidelines put forth here and within the Kingdom Chronicler's handbook.

    3. Appointment and Oversight of Deputies
      1. Regional Virtual Scribes may assign or designate such deputies as they see fit to assist in their duties. While such deputies may be given authority, oversight and ultimate responsibility for such deputies and their work remains with the Regional Virtual Scribe.

    4. Membership
      1. Regional Virtual Scribes are required to be a paid member of the Society for Creative Anachronism, Inc. A copy of the Regional Virtual Scribe's proof of membership must be on file with the Kingdom Virtual Scribe's office. As well, an updated copy must be on record whenever their membership is updated.
      2. As a courtesy, a copy of the Regional Virtual Scribe's proof of membership should be sent to the Regional Chronicler as well.

    5. Regional Website - Required Statements
      1. The Regional Websites must contain the disclaimer and copyright statements as published in the Kingdom Chronicler's Handbook.

    6. Monitoring of Local Branch Websites - Inappropriate Inclusions
      1. Regional Virtual Scribes monitor Local Branch websites in their region to ensure they do not publish any of the items excluded by the Kingdom Chronicler's Handbook.
      2. If a Local Branch website publishes contact information besides that already made available on the Kingdom website for the Region and/or the Local Branches with regards to officers or contact points, they must get permission from the individual prior to making the information available on the website. This limitation includes event announcements, site locations and all contact information.
      3. Since paid and non-paid advertisements are not allowed, direct links to merchants, companies, etc., are not permitted. A careful inspection of websites linked up should be made to help ensure that they are not a merchant nor attempting to avoid this limitation in any manner.
      4. Any websites linked to a group listing webpages must be officially recognized and follow the guidelines within this document.

    7. Monitoring of Local Branch Websites - Required Statements
      1. Regional Virtual Scribes monitor Local Branch websites in their region to ensure they include the disclaimer and copyright statements as published in the Kingdom Chronicler's Handbook.

    8. Corrective Actions to Local Virtual Scribes if they do not conform to the above guidelines.
      1. Regional Virtual Scribes are responsible for informing the Local Virtual Scribe if the local Virtual Scribe fails to follow the requirements in this handbook. Such notification should occur in a timely fashion as to guarantee quick correction of the website.
      2. Regional Virtual Scribes will inform the responsible Local Virtual Scribe with diplomacy, keeping in mind that we are all volunteers. If the problem was in printing copyright protected material, the Regional Virtual Scribe will make sure that the Local Virtual Scribe has sent an apology letter to the artist/author of the material, and that the Kingdom Virtual Scribe is notified immediately. If the Local Virtual Scribe fails to conform to these guidelines after being politely notified, the Local and Regional Chronicler should be notified. If there is still a failure to conform, the Kingdom Virtual Scribe and/or Chronicler should be notified. At that time, a decision will be made whether to retain the Local Virtual Scribe or request that a replacement be found.
      3. The Regional Officers are also responsible for notifying the Kingdom Virtual Scribe and/or Chronicler and the Regional Chronicler immediately upon receiving problems that are not easily solved, or problems that could endanger the SCA or the image of the SCA.

    9. Timely Reporting to the Kingdom Virtual Scribe
      1. The Regional Virtual Scribe's website serves as their report. Additionally, the Regional Virtual Scribe must report in accordance with any other procedures established or when requested by the Kingdom Virtual Scribe.

    10. Selection and Training of Local Branch Virtual Scribes
      1. Local Chroniclers have complete appointment authority over the Local Branch Virtual Scribes in their branch. It is recommended that they work in conjunction with the Regional Virtual Scribe, if such exists, to set up such policies to this end that they see fit, so long as such policies do not violate this Handbook, Kingdom Chronicler's Handbook, Kingdom Law or customs, the Corporate Publications Handbook, or the Corporate Organizational Handbook.
      2. Regional Virtual Scribes are responsible for instructing existing and potential Virtual Scribes in their region on the requirements and duties of holding the office of Local Branch Virtual Scribe. Regional Virtual Scribes may teach classes to existing and potential Virtual Scribes on the requirements and duties of being a Local Branch Virtual Scribe. However, the teaching of classes is not required. Regional Virtual Scribes are required to make themselves available to the existing and potential Virtual Scribes in their region either in person at events, by phone, or by mail to answer any questions or concerns about the production of local branch websites.

    11. Financial Reporting
      1. Regional Virtual Scribes shall not handle SCA funds, as they are not warranted Treasurers (Kingdom Financial Policy). Donations should be paid directly to the Kingdom Treasurer. Any miscellaneous income received by Regional Virtual Scribes should be turned over immediately to the Kingdom Treasurer.
      2. Regional Virtual Scribes should work with the Kingdom Virtual Scribe and Chronicler to arrange for any necessary funds to be tracked appropriately.
      3. Regional Virtual Scribes are required to report to the Kingdom Virtual Scribe, Chronicler and Treasurer on any income and/or expenses involved in the production and maintenance of the Regional website. At a minimum, this report should include:
        1. Any server cost of the website and the time frame that the payment covers
        2. Any donations received
        3. Any miscellaneous income received or expenses incurred on behalf of the Kingdom website.

      4. If a Regional bank account should exist, the Regional Virtual Scribe should work with the Regional Chronicler and Treasurer instead of their Kingdom counterpart for any financial matters.
    12. Required Forms and Manuals
      1. Regional Virtual Scribes are required to have a copy of, or access to, current copies of the following publications/documents:
        1. Corporate Organizational Handbook (Corpora, By-Laws, Articles of Incorporation, G&PD's)
        2. Corporation Publications Handbook
        3. Laws of the Kingdom of Ansteorra
        4. Chronicler's Handbook - Kingdom of Ansteorra
        5. Virtual Scribe's Handbook - Kingdom of Ansteorra
  3. Local Branch Virtual Scribes

    Local Branch Virtual Scribes are any Virtual Scribe that are at the local group level. Local Branch Virtual Scribes are responsible for the following:

    1. Production of a Local Branch Websites
      1. All Local Branch Virtual Scribes must produce a website for their Local Branch in accordance with the Corporate Publications Handbook and this document. Without a website, there is no need for the office to be filled since this is an optional office. The Local Branch Virtual Scribe is required to work with the Local Branch Chronicler as to the content of the Local Branch website to ensure that it is appropriate and desirable for the group. Without this association, the website is not considered to be legitimate and can not be linked to Regional or Kingdom websites.

    2. Local Branch Websites - Inappropriate Inclusions
      1. Local Branch websites may not publish any of the items excluded by the Kingdom Chronicler's Handbook.
      2. If a Local Branch website publishes contact information besides that already made available on the Kingdom website for the Region and/or the Local Branches with regards to officers or contact points, they must get permission from the individual prior to making the information available on the website. This limitation includes event announcements, site locations and all contact information.
      3. Since paid and non-paid advertisements are not allowed, direct links to merchants, companies, etc., are not permitted. A careful inspection of websites requested to be linked up should be made to help ensure that they are not a merchant nor attempting to avoid this limitation in any manner.
      4. Any websites linked to a group listing webpages must be officially recognized and follow the guidelines within this document.
    3. Local Branch Websites - Required Statements
      1. Local Branch websites must contain the disclaimer and copyright statements as published in the Kingdom Chronicler's Handbook.

    4. Appointment and Oversight of Deputies
      1. Local Branch Virtual Scribes may assign or designate such deputies as they see fit to assist in their duties. While such deputies may be given authority, oversight and ultimate responsibility for such deputies and their work remains with the Local Branch Virtual Scribe.

    5. Membership
      1. Local Virtual Scribes are not required to be a paid member of the Society for Creative Anachronism, Inc. unless the Local Chronicler requires it.

    6. Reporting
      1. Local Branch Virtual Scribes are required to send their regional superior updates to website locations, notifications of major changes to the website, and any items of import to the Regional or Kingdom Virtual Scribe. A Local Branch Virtual Scribe's website serves as their report. Additionally, Local Branch Virtual Scribes must report in accordance with any other procedures established by their Regional Virtual Scribe or Local Branch Chronicler.

    7. Financial Reporting
      1. Local Branch Virtual Scribes shall not handle SCA funds, as they are not warranted Treasurers (Kingdom Financial Policy). Donations should be paid directly to the Local Branch Treasurer. Any miscellaneous income received by the Local Branch Virtual Scribe should be turned over immediately to the Local Branch Treasurer.
      2. The Local Branch Virtual Scribe should work with the Local Branch Chronicler to arrange for any necessary funds to be tracked appropriately.
      3. Local Branch Virtual Scribes are required to report to their Local Branch Chronicler and Treasurer on any income and/or expenses involved in the production and maintenance of their local Branch websites. At a minimum, this report should include:
        1. Any server cost of the website and the time frame that the payment covers
        2. Any donations received
        3. Any miscellaneous income received or expenses incurred on behalf of the Local Branch websites.
    8. Required Forms and Manuals
      1. Local Branch Virtual Scribes are required to have a copy of, or access to, current copies of the following publications/documents:
        1. Corporate Organizational Handbook (Corpora, By-Laws, Articles of Incorporation, G&PD's)
        2. Corporation Publications Handbook
        3. Laws of the Kingdom of Ansteorra
        4. Chronicler's Handbook - Kingdom of Ansteorra
        5. Virtual Scribe's Handbook - Kingdom of Ansteorra
        6. Reporting and other forms as directed by their Local Branch Chronciler or Regional Virtual Scribe

Special Exclusion

Internet and other Electronic Mailing lists are useful tools to allow members of the Society and other interested individuals to communicate quickly and openly about diverse topics.

Internet and other Electronic Mailing lists are not considered official channels of communication within the Society. Due to this fact, they are not and should not be part of any Virtual Scribe's office.

Revision October 28, 2003
Greetings everyone...

Last October (2003), in an effort to centralize some responsibility where it needed to be shifted, I gave hire/fire authority over virtual scribe to the Kingdom Virtual Scribe. This was done in an effort to better track who had access to the server, and centralize command in that office. (That and I really didn't want to deal with it)
At the time, I sent out an email to my local chronicler staff to let them know about the change. I was also planning to have the new Chronicler's Handbook to send out as well. 7 months later, I'm still working on it.
I apologize for any confusion, or lack of communication on my part in this. However, I felt it was an important change as we increase the number of secure items on the new kingdom server. In the end, it will better serve our officers, and our populace.
If you have any questions, please feel free to contact me at any time.

Thanks
~Alex Ravenshaw
Kingdom Chronicler: Kingdom of Ansteorra

This is a reminder to all Chroniclers and Seneschals that as of October 28, 2003 the Kingdom Chronicler did hand over the responsibility to make all appointments and dismissals of virtual scribe offices to my office. It is not under the office of the local chronicler. This information is not being passed along to new Chroniclers and Seneschals as they step into office. Nor is it being passed on to new Chroniclers. No one is in trouble. This is just a reminder.  Please add this to your handbooks. :)

All applications for new local Virtual Scribes need to be sent to me, the outgoing Virtual Scribe, the local Chronicler, and the Seneschal. Warranting in the past has been optional but given that we now being used by corporate for more and more secure projects it has been discussed that this may become a more serious thing to reconsider for new virtual scribes. I am currently requesting that anyone requesting new accounts on the server be warranted under an office, any office. Most virtual scribes usually are an officer already so this has not been a problem. Every one of them already has a warrant. If they are not warranted they may be warranted under my office.

Chiara
Kingdom WebMinister, Ansteorra