Society Chronicler’s Policies Ansteorra Web Minister Handbook Mailing Lists Photos Archived Handbook

Society for Creative Anachronism, Inc. Society Chronicler’s Policies September 2005 D. Electronic Publications Responsibility for Oversight The Kingdom Chronicler shall: act as the recognizing authority for the Kingdom's internet sites; be responsible for overseeing the kingdom-level internet site; maintain a roster of recognized group sites for the kingdom; monitor those sites for compliance with applicable SCA and Kingdom policies; and report on such to the Society Web minister. It is highly recommended that the Kingdom Chronicler appoint a deputy to handle these responsibilities. If a deputy is appointed, s/he shall report to both the Kingdom Chronicler, and the Society Web minister. The Office of Kingdom Web minister may be elevated to the status of a Great Officer of State by the Crown in accordance with Kingdom Law and custom. Should this take place, the Kingdom Web minister will no longer report to the Kingdom Chronicler, but will still report to the Society Web minister and thus through to the Office of the Society Chronicler. Note that the Office of the Chronicler is the recognized authority within the SCA for dealing with all issues of copyright in both print and electronic publications. As such, the maintainer of any Kingdom website MUST report to the Society Web minister. If the office reports to any other kingdom officer, it MUST report to the Kingdom Chronicler. If the office is recognized as a Great Office of State, it is required that open lines of communication be maintained with the Office of Kingdom Chronicler. It is vital that the maintainers of Kingdom websites remain in the reporting loop as modern electronic publication policies evolve; it is also desirable that they also be able to escalate issues through the Office of the Chronicler. A dotted line or joint report to the Kingdom Seneschal is permissible. Internet sites For an Internet site to be recognized by the Society for Creative Anachronism, it must represent an established branch of the Society and must have a warranted web minister responsible for its content. The Society for Creative Anachronism will not recognize web sites for households or guilds. Group officers with an Internet site for that office are responsible for ensuring that site complies with Society guidelines. Required Disclaimer for websites recognized by the SCA: All websites that are recognized by the SCA are required to display the following disclaimer and copyright statement. This statement should be displayed on the home page of the site, but may instead be displayed on a separate page provided that an obvious link to such a disclaimer page is provided on the home page. This is the recognized website for the <group name> of the Society for Creative Anachronism, Inc. and is maintained by <Modern and/or SCA Name of web minister>. This site may contain electronic versions of the group's governing documents. Any discrepancies between the electronic version of any information on this site and the printed version that is available from the originating office will be decided in favor of the printed version. Copyright © <Year> <group name>. The original contributors retain the copyright of certain portions of this site. For information on using photographs, articles, or artwork from this website, please contact the web minister at <web minister's email address>. They will assist you in contacting the original creator of the piece. Please respect the legal rights of our contributors. Advertising on SCA-recognized web sites Web sites recognized by the Society shall not display banner ads or other forms of advertising unless such ads are required as a condition of the hosting agreement by the site's Internet Service Provider (ISP). Publication Permission for Personal Information Personal information will not be published on any SCA-recognized Internet site without first gaining permission from the individuals involved. Permission must be received in writing - email is acceptable. Permission to electronically publish the contact information of an individual is in effect until that same individual revokes permission. For the purposes of this policy, personal information includes the following: Correlation of modern name to Society name Home or work address Phone numbers Personal email address It is permissible to list just a person's Society name in connection with any office they hold without permission, i.e. - Group Seneschal, Lord Robert the Volunteer"; as well as "role" email addresses such as chronicler@sca.org Photographs and Portrait-Style Artwork: Web pages containing photographic images or portrait-style artwork must contain a clear and obvious means by which the subject(s) of the image may contact the web minister to request the removal of any image in which the subject(s) appear. Should the Web Minister receive such a removal request the image must be removed from the site, or the image must be modified in such a way as to render the subject unrecognizable. Such modification may only be made with the permission of the copyright holder. If such permission is not obtained, the image must be removed from the site. Accessibility of web sites: As a non-profit educational organization, the Society for Creative Anachronism should be concerned that its electronic publications are as accessible to persons with disabilities as possible. This policy sets the minimum accessibility guidelines for SCA-recognized Internet sites. The World Wide Web Consortium has released Web Content Accessibility Guidelines (WCAG). These guidelines explain how to make web content accessible to persons with disabilities. The guidelines are intended for all web content developers (page authors and site designers) and are quoted below: "[Priority 1] - Conformance Level A A web content developer must satisfy this checkpoint. Otherwise, one or more groups will find it impossible to access information in the document. Satisfying this checkpoint is a basic requirement for some groups to be able to use web documents." "[Priority 2] - Conformance Level Double-A A web content developer should satisfy this checkpoint. Otherwise, one or more groups will find it difficult to access information in the document. Satisfying this checkpoint will remove significant barriers to accessing web documents." "[Priority 3] - Conformance Level Triple-A A web content developer may address this checkpoint. Otherwise, one or more groups will find it somewhat difficult to access information in the document. Satisfying this checkpoint will improve access to web documents." Using these guidelines, all corporate-sponsored Internet sites must comply with conformance level Double-A of the WCAG. Kingdom-level Internet sites must comply with conformance level A of the WCAG. Local group Internet sites are encouraged to be as accessible as possible to persons with disabilities, in accordance with applicable kingdom law. Internet hosting for Recognized Websites It is desirable that recognized SCA websites be hosted on an account to which more than one person has access, rather than a personal website owned by one of the members. This will ensure that a recognized website does not go down or go stale should an individual member move or quit the group. Administrative passwords for SCA Internet sites should never be kept by a single person.

Virtual Scribe's Handbook for the Kingdom of Ansteorra Chiara Francesca Arianna d'Onofrio Kingdom Webminister January 2007

Kingdom Virtual Scribe The Kingdom Virtual Scribe is responsible for the following: Qualification of office It requires the following in order to qualify for the job: This is a warranted position and as such you must be a Paid member of the society. (See section E.) Cannot be currently serving as the Seneschal or Chronicler of your own group. Must have reliable internet connection and reliable email. Must be able to work in HTML, PHP, JavaScript, CSS, create graphics, (FrontPage and Microsoft extensions are not supported by this server) Be able to subscribe to the mailing list of the office you serve, RedTape, and Webministers mailing lists at minimum. The candidate is suggested to be familiar with how to code to keep up our IRCA rating (http://www.icra.org/about/) which keeps us in compliance with conformance level Double-A of the WCAG. Oversight of Kingdom Website 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, Society Chronicler's Policies, and the EPM Policies. 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. Appointment and Oversight of Deputies 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. All new accounts on the server must be warranted under an office, any office. Most virtual scribes usually are an officer, this is an acceptable alternative. Appointment and Oversight of Local Branch Virtual Scribes The Kingdom Virtual Scribe may assign or designate such Local Branch Virtual Scribes as they see fit to assist in their duties. While such officers may be given authority, oversight and ultimate responsibility for such officers and their work remains with the Kingdom Virtual Scribe. All applications for new local Virtual Scribes need to be sent to the Kingdom Virtual Scribe, the outgoing Virtual Scribe, the local Chronicler, and the Seneschal. All new accounts on the server must be warranted under an office, any office. Most virtual scribes usually are an officer, this is an acceptable alternative. If they are not warranted they may be warranted under the office of the Kingdom Virtual Scribe. Membership 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. Council regarding electronic communications 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. 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. As per the Society Chronicler's office in 1997 "The ONLY electronic distribution that the SCA recognizes as a publication is a non-interactive World Wide Web page, and that is under the auspices of the Kingdom Chronicler and the Kingdom where it is published." Kingdom Website - Inappropriate Inclusions The Kingdom Branch website may not publish any of the items excluded by the Kingdom Chronicler's Handbook. In addition, the Kingdom website has the following limitations: 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. 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. 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. Paid and non-paid advertisements : please refer to D.2.b. of the Society Chronicler’s Policies. 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. Any websites linked to a group listing webpage must be officially recognized and follow the guidelines within this document. Kingdom Website - Required Statements The Kingdom Websites must contain the disclaimer and copyright statements as published in the Kingdom Chronicler's Handbook. Reporting The Kingdom website 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. **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 VI.C.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. Financial Reporting 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. The Kingdom Virtual Scribe should work with the Kingdom Chronicler to arrange for any necessary funds to be tracked appropriately. 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: Any server cost of the website and the time frame that the payment covers Any donations received Any miscellaneous income received or expenses incurred on behalf of the Kingdom website. Required Forms and Manuals The Kingdom Virtual Scribe is required to have a copy of, or access to, current copies of the following publications/documents: Corporate Organizational Handbook (Corpora, By-Laws, Articles of Incorporation, G&PD's) Corporation Publications Handbook EPM Handbook - Corporate Laws of the Kingdom of Ansteorra Chronicler's Handbook - Kingdom of Ansteorra Virtual Scribe's Handbook - Kingdom of Ansteorra 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: Qualification of office It requires the following in order to qualify for the job: This is a warranted position and as such you must be a Paid member of the society. (see section F.) Cannot be currently serving as the Seneschal or Chronicler of your own group. Must have reliable internet connection and reliable email. Must be able to work in HTML, PHP, JavaScript, CSS, create graphics, (FrontPage and Microsoft extensions are not supported by this server) Be able to subscribe to the mailing list of the office you serve, RedTape, and Webministers mailing lists at minimum. The candidate is suggested to be familiar with how to code to keep up our IRCA rating (http://www.icra.org/about/) which keeps us in compliance with conformance level Double-A of the WCAG. Production of a Local Branch Websites 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. Local Branch Websites - Inappropriate Inclusions Local Branch websites may not publish any of the items excluded by the Kingdom Chronicler's Handbook. 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. Paid and non-paid advertisements : please refer to D.2.b. of the Society Chronicler’s Policies. Any websites linked to a group listing webpages must be officially recognized and follow the guidelines within this document. Local Branch Websites - Required Statements Local Branch websites must contain the disclaimer and copyright statements as published in the Kingdom Chronicler's Handbook. Appointment and Oversight of Deputies 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. Membership Local Virtual Scribes are required to be paid members of the Society for Creative Anachronism, Inc. A copy of the Local 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. Reporting Local Branch Virtual Scribes are required to send Kingdom notifications of major changes to the website, and any items of import. 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 Local Branch Chronicler. Passwords Passwords for access to the webpages will be kept by the Local Branch Seneschal and the Local Branch Virtual scribe. No others are allowed to have the password. If the office becomes defunct the password will be reset and handed over to the new officer. Violation of this policy will result in a 6 month probation and possible revocation of privileges to use the Kingdom Server. Financial Reporting 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. The Local Branch Virtual Scribe should work with the Local Branch Chronicler to arrange for any necessary funds to be tracked appropriately. Local Branch Virtual Scribes are required to report to their Local Branch Treasurer and Local Branch Chronicler on any income and/or expenses involved in the production and maintenance of their local Branch websites. At a minimum, this report should include: Any server cost of the website and the time frame that the payment covers Any donations received Any miscellaneous income received or expenses incurred on behalf of the Local Branch websites. Required Forms and Manuals Local Branch Virtual Scribes are required to have a copy of, or access to, current copies of the following publications/documents: Corporate Organizational Handbook (Corpora, By-Laws, Articles of Incorporation, G&PD's) Corporation Publications Handbook Laws of the Kingdom of Ansteorra Chronicler's Handbook - Kingdom of Ansteorra Virtual Scribe's Handbook - Kingdom of Ansteorra Reporting and other forms as directed by their Local Branch Chronicler or Regional Virtual Scribe 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. :) HL Chiara Kingdom WebMinister, Ansteorra