User manual ADRIAN EMPIRE THE OFFICE OF ROLLS AND LISTS

MANUAL FOR THE OFFICE OF ROLLS AND LISTS Crown Writ The old manual is underlying law. The new manual incorporates the old manual, policies, procedures, and rulings of law. It is a workbook on how to initiate the law, and enjoys the status of Crown Writ until such time as the Imperial Estates withdraw the old manual. FEBRUARY 2003 © 2002, 2003 The Adrian Empire Inc., all rights reserved. "Adria" is a registered trade name of the Adrian Empire, Inc. Anyone is welcome to point out any error or omission that they may find. Imperial Minister of Rolls and Lists Rolls@adrianempire.org Empress empress@adrianempire.org Emperor emperor@adrianempire.org Rolls Manual: Table of Contents Page 1 of 35 TABLE OF CONTENTS Preface ........................................................................................................................................................ 3 I. The Office of Rolls and Lists.......................................................................................................... 3 II. Sources of Information ................................................................................................................... 3 A. Why the Forms are Necessary ...................................................................................................................3 B. Precedence ....................................................................................................................................................3 C. Event Forms .................................................................................................................................................4 D. Estates and Ministers Reports....................................................................................................................4 E. Member-Provided Information .................................................................................................................5 III. Reports ............................................................................................................................................ 5 A. Reports to the Imperial Office of Rolls and Lists ..................................................................................5 B. Reports to the Crown..................................................................................................................................6 C. Reports to Other Offices............................................................................................................................6 D. Imperial Reports...........................................................................................................................................6 E. Suggestions....................................................................................................................................................7 F. Non-Reporting .............................................................................................................................................7 IV. Audits .............................................................................................................................................. 7 A. Cooperative Effort.......................................................................................................................................7 B. Responsibilities of the Member .................................................................................................................8 C. Responsibilities of the Minister of Rolls...................................................................................................8 D. Conflicts.........................................................................................................................................................8 E. Corrections....................................................................................................................................................8 V. Points .............................................................................................................................................. 9 A. Official Events..............................................................................................................................................9 B. Tournaments and Wars...............................................................................................................................9 C. Demonstrations..........................................................................................................................................10 D. Classes..........................................................................................................................................................10 E. Disciplines ...................................................................................................................................................11 F. No Points ....................................................................................................................................................12 G. One Point Per Month................................................................................................................................12 H. Members Leaving Adria............................................................................................................................12 I. Members Returning to Adria ...................................................................................................................13 VI. Points Conversions ........................................................................................................................14 A. For Ministry Service...................................................................................................................................14 B. From Other Organizations.......................................................................................................................14 C. Renaissance Military Society (RMS) ........................................................................................................15 D. Society for Creative Anachronisms (SCA) .............................................................................................15 E. Empire of Chivalry and Steel (ECS) .......................................................................................................16 F. Historical Medieval Re-enactment (HMR).............................................................................................18 Appendix A. Ministers...............................................................................................................................19 A. Minister of Rolls and Lists (Imperial) .....................................................................................................19 B. Deputy Minister of Rolls and Lists (Imperial).......................................................................................19 C. Minister of Rolls and Lists (Chartered Subdivisions) ...........................................................................20 D. Deputy Minister of Rolls and Lists (Chartered Subdivisions).............................................................20 Appendix B. Domesday Book...................................................................................................................21 A. Section One: Honors.................................................................................................................................21 B. Section Two: Points...................................................................................................................................21 © Adrian Empire Inc. http://www.adrianempire.org Rolls Manual: Table of Contents Page 2 of 35 Appendix C. Policy Changes.....................................................................................................................22 A. Only One TW per month.........................................................................................................................22 B. Converting Ministry Points to DIs..........................................................................................................22 C. Counting Crown Wars as a Second Point in a Month .........................................................................22 D. Counting Arts as a Tournament in a War ..............................................................................................22 Appendix D. Forms...................................................................................................................................23 A. Sign-in Forms .............................................................................................................................................23 B. Tournament Forms....................................................................................................................................26 C. Steps to Knighthood .................................................................................................................................27 Appendix E. Reports .................................................................................................................................28 Glossary .....................................................................................................................................................32 © Adrian Empire Inc. http://www.adrianempire.org Rolls Manual: Preface Page 3 of 35 PREFACE This is the preliminary draft of the Rolls Manual, written by committee in late 2002. It contains the rules, regulations, reporting and recording procedures, forms, points conversions and ministry descriptions for the Office of Rolls and Lists. Presented in January, 2003, this manual contains no substantial new law, and should be put into use immediately. I. THE OFFICE OF ROLLS AND LISTS The primary functions of the Office of Rolls and Lists are to: · Record and archive the participation and accomplishments of the members of the Adrian Empire · Assist members of the Adrian Empire in tracking their own participation and accomplishments · Provide verification and recorded information to other ministries and members as needed The participation and accomplishments tracked by the Office of Rolls and Lists shall include: · Points earned through Adrian activity, or approved conversions of points earned elsewhere · Knightly rank (and dates earned) · Precedence-bearing titles, ranks, awards, and orders · Non-precedence-bearing titles, ranks, awards, and orders as listed in the Bylaws, and Estates Writ 18. II. SOURCES OF INFORMATION If it isn't written down, it didn't happen. There are various sources from which the Rolls office get their information. All sources should be considered in their proper perspective. A. Why the Forms are Necessary Procedure is often determined by completely mundane considerations. The reason we need the sign-in sheets is because without them there is no documentation for the purposes of the federal government (IRS) or our insurance company as to member attendance and participation at our events. This is important to verify any tax write-offs a member (volunteer) may have claimed on their taxes; and also to provide for any insurance claims submitted in association with said events. The default is that if you aren't on the sign-in list, you weren't there. At that point you have to trot out witnesses willing to travel to your mundane judicial proceedings and willing to testify on your behalf. We, the Imperial government, are the ones legally charged with the maintenance of said records. If we were a non-profit with paid staff (that we could fire for incompetance), then we probably could maintain archival records scattered "hither and yon" with some confidence. We are not. Since we rely totally on volunteers, we cannot count on individuals to bear the total burden of maintaining our records. B. Precedence Event forms shall take first precedence as a source of information. These forms are signed by the actual participants, and verified by the autocrats, ministers, Crowns and ruling nobles. Report forms shall take second precedence. They are a valuable source of information, but are secondhand reporting, with no validation of activities, member status, etc. Member-provided information shall be taken into consideration, but only after other sources of information have been used. This type of information is used mainly when the primary records of an event have been lost. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: II. Sources of Information Page 4 of 35 C. Event Forms These are the first and most important source of information. They are the actual forms that are used at events, tournaments and wars. These forms take precedence over all other sources of information. Every event requires sign-in forms. All forms are to be provided to the subdivision's Minister of Rolls, even if the Minister of Rolls is not present at the event (cantons, demonstrations, etc.). 1. Event Participation Form This is an overall sign-in form in which all attendees are recorded. use this form for any sanctioned event: tournament, war, demo, etc. Historically, these forms were used as the primary source of information for an event, with the list sign-in forms, and list trees as back-up information. This is not a wise practice: it does not account for people who intend to participate in a given activity, but later withdraw from participation. 2. Combat Sign-in Form Used by the combatants to sign-in, and by the list keeper to record the winners and marshals. Combat List Trees Used by the list keeper as a working tool for running many types of lists. This is back-up information for the Combat Sign-in Form, and verifies the winners. 3. Arts and Sciences Sign-in Form Used by the artisans to sign in, and by the Minister of Arts and Sciences to record scores, winners, and other information about the tournament. 4. Archery Sign-in Form Used by the archers to sign in, and by the Minister of Archery to record scores, winners, and other information about the tournament. Archery List Trees Used by the list keeper as a working tool for running many types of lists. This is back-up information for the Archery Sign-in Formand verifies the winners. 5. Ministry Participation Form Much of the ministry participation is recorded on the sign-in forms (arts judges, etc.). Those not included on such a form should be recorded by the Crown or Ruling Noble (marshals, waterbearers, etc.). The Corwn should have the appropriate ministers verify and complete this list. D. Estates and Ministers Reports These are the second-most important source of information. They are the reports filed by the ministers and estates holders. These reports are used as back-up for event forms, and can help to fill in holes in the records, especially if they contain information from other chartered subdivisions. If there are Event Forms, they take precedence over these sources of information. 1. Estates Reports Not all subdivisions require this report, though it does contain valuable reference information. If required, these reports are filed monthly by the estates (households, baronies, counties, marches), and include participation and advancement information on each member of the estate. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: III. Reports Page 5 of 35 2. Herald's Reports At every court, the herald makes announcements, which include the list-winners of the day. These announcements are recorded and provided to the Rolls Office in a Herald's Report (also referred to as an Honors Report). 3. Newsletters Many subdivisions have a local newsletter in which information (tourney results, knightly and courtly advancement, etc.) is published. The Adrian Herald records Imperial-level advancements. E. Member-Provided Information These sources of information are perfectly valid, but should be used as a last resort. They are intended to help fill in holes that may exist in Rolls records. If Rolls records exist for the events stated, then the Rolls records take precedence over these sources of information. 1. Arts and Sciences Score Sheets Every time an arts entry is judged, the comments and scores are recorded. At the end of the judging process, these score sheets (also known as comment cards) are provided to the artisan. These may be used as proof of participation in an arts tournament. 2. The Word of Two Knights This is a method of verification that was born of shoddy record-keeping in the far-gone annals of history. In order to fill in holes in the records, the word of two knights was deemed sufficiently accurate. In today's world, the word of two knights is equally as acceptable, but is intended as a starting point for the Minister of Rolls. The word of two knights will attest that a person was at an event. It does not answer other questions about the participation; Was it a sanctioned event? Was the person a member of Adria at the time? Did the person pay their site fees? III.REPORTS If it isn't reported, it isn't recorded. The local Minister of Rolls shall receive all the event forms and other event documentation after each event. They shall record the activity, and forward that information to the Imperial Office of Rolls and Lists. The Imperial Office shall record the activity at Imperial events. These reports shall be published and available to the populace. A. Reports to the Imperial Office of Rolls and Lists The local Minister of Rolls shall provide a written report of all participation and accomplishments of the members who have participated in their subdivision. This report must be provided to the Imperial Office of Rolls and Lists no later than the 15th of the month for the previous month's activity. 1. Format The monthly report to the Imperial Office of Rolls and Lists must be in the standard spreadsheet format. See Forms: Summary Reports. There are no exceptions to this, even if the subdivision elects to record their local information in a different format (database, etc.) © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: III. Reports Page 6 of 35 2. "Monthly" Points The ministers and estates-holders are entitled to earn a ministry point for their efforts. This is one point, to be awarded monthly. It is subject to the one-point-per-month rule. If a Crown does not award the minister or estate-holder this monthly point, the reason must be noted in the records. See Forms: Ministry Participation and Points: One Per Month. 3. Hard Copies The monthly report is a recap of the event forms and other written records. These forms and written records must be archived with the Imperial Office of Rolls and Lists. The subdivision are encouraged to keep copies of these records, but the information must be forwarded to the Imperial Office of Rolls and Lists: · Packaged and mailed on a quarterly basis · Carried to the Imperial Estates Meetings with the Crown The originals may be kept at the subdivision level. Acceptable copies to be forwarded to the Imperial Office are either high-quality facsimiles, or high-quality digital scans. 4. On-Line Reporting The subdivision ministers shall provide their reports (spreadsheet format) to the Deputy Imperial ministers. The Deputy Imperial ministers review these reports, and integrate them into the Imperial web site. There shall be a system of viewing the information contained on the Imperial web site. The instructions for this shall be provided on the web site. B. Reports to the Crown Points are awarded at the discretion of the Crown. So any points recorded must be presented to the Crown for final approval before forwarding to the Imperial Office of Rolls. This is especially important for the monthly ministry points, and any demo initiation points. (The Crown has the sole right to award DI points for autocrats, and teachers.) C. Reports to Other Offices There are three offices that must regularly coordinate their information if Adria is to function smoothly. How these offices coordinate their information is left to the local subdivision and Crown, just as long as it gets done. · Office of Rolls and Lists ­ Participation and accomplishments affect the standing of the estates · Steward's Office ­ Payment of dues, and site fees, affect the standing of the estates, and the recording of participation · Chancellor's Office ­ Judicial proceedings affect the participation of members, and the standing of estates affect the monthly ministry points awarded to estates holders. D. Imperial Reports The Imperial Minister of Rolls is responsible for reporting on: · All activity at Imperial events · Monthly points for Imperial Ministers · Monthly points for Crowns · Imperially-approved DIs for Crowns © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: IV. Audits Page 7 of 35 E. Suggestions · Have one night a month in which the Crown, the Minister of Rolls, the Chancellor, and the Steward gather to record and share their information. This practice allows the offices to coordinate their information, and allows the Crown to give a final seal of approval for the information being recorded. Points are awarded at the discretion of the Crown. Immediately after this meeting, the reports are e-mailed to the appropriate Imperial Offices. Print the form on NCR duplicate or triplicate pressure-sensitive paper. This eliminates the need to copy the forms. · F. Non-Reporting The failure of a Minister of Rolls to do their job impacts every member of the subdivision for years after the Minister leaves the office. It is for that reason that these penalties exist. Note that there may be extenuating circumstances for non-reporting. The Imperial Office will always take this into consideration, as long as the ministers have communicated their difficulties at the time. Failure to file their monthly report shall result in: · No ministry point for the Minister of Rolls awarded for the month · Notice given to the Crown Failure to file their monthly report for three (3) months in one (1) year shall result in: · No ministry point for the Minister of Rolls for the months affected · Automatic removal from office · Notice given to the Crown Failure to provide archive copies as required shall result in: · No ministry point for the Minister of Rolls for the months affected · No ministry point for the Crown for the months affected IV. AUDITS A member may not advance in knightly rank without the Office of Rolls and Lists confirming their qualifications (regarding participation points, etc.). The entire process of confirmation is often called a points audit. The member tracks their own points, recording their participation and milestones. When the member wishes to advance in rank, and believes they have accumulated enough points to do so, they shall request an audit of their points. This is a review of the points to determine if they have, indeed, met the minimum requirements for the advancement. The Minister of Rolls must confirm that the points provided by the member matches the records in the Office of Rolls. Once the Minister of Rolls concurs with the accuracy of the information, they provide formal confirmation to the member. While there is no restriction on how often a member may request an audit, the Minister of Rolls may refuse those requests which they feel are excessive. The member has the right to appeal. See Audits: Conflicts. A. Cooperative Effort An audit is not created in a vacuum. The Minister of Rolls is not expected to create a complete and perfect record for a member without the assistance of the member. There may be errors or holes in the records, requiring a cooperative effort to verify. A member who does not cooperate in the audit will not receive an audit. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: IV. Audits Page 8 of 35 B. Responsibilities of the Member 1. 2. Track their participation and milestones. See Forms: Steps to Knighthood. Request an audit: · Officially request an audit (e-mail or other written format). An offhand request shouted across the parking lot after an event is not an official request. · Provide the Minister of Rolls with any information that is useful for confirming the points, including persona names, maiden name, when they joined Adria, etc. · Provide the Minister of Rolls with a recap of their points as they believe them to be. See Forms: Steps to Knighthood. Participate in the audit, providing information as requested by the Minister of Rolls. Respond to an audit request in a timely manner (within 30 days of official request). Confirm the information provided by the member: · Work with Crowns, and Ministers of Rolls of other subdivisions to help confirm information as needed. · Work with the member to eliminate discrepancies · Include in the audit any recorded points the member may not have in his records. · Explain to the member when a point must be excluded. Provide the member with a written confirmation of the outcome of the audit. 3. C. Responsibilities of the Minister of Rolls 1. 2. 3. D. Conflicts Disagreements about the records should first be worked out between the member and the Minister of Rolls. If that is not possible, then the member, or the Minister of Rolls may appeal to the Imperial Office of Rolls and Lists for a clarification or decision. Both the member and the local Minister of Rolls shall be expected to cooperate fully in the appeal process, providing as much information as possible to help document their point of view. The chain of appeal shall be: 1. 2. 3. 4. 5. The Imperial Office of Rolls and Lists - The Imperial Minister of Rolls shall be the primary arbiter of such disputes. Kingdom Civil Court - See Bylaws Article XI.A. Civil Courts. Imperial Civil Court - See Bylaws Article XI.A. Civil Courts. Imperial Crown. Imperial Estates General - Requires 60-day notice to the Imperial Chancellor to be placed on the agenda for the next regular Imperial Estates Meeting. E. Corrections A completed audit (confirmed and signed off by the Minister of Rolls) does not mean that corrections to errors cannot be made. If information comes to light that points were (or were not) awarded in error, the Minister of Rolls can authorize a change to the records. The member has the same rights to appeal as during the original audit. See Audits: Conflicts. Note: Changes to the rules are not retroactive. A Rolls Minister may not "go backwards" and change points awarded under different rules, or different interpretations of the rules. See Appendix C: Policy Changes. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: V. Points Page 9 of 35 V. POINTS A. Official Events Points may only be earned at events that are in compliance with Bylaws Article V.A. Notice. Events must be: · Held in a medieval context, setting and style · Held for the purpose of education, recreation and/or competition · Sanctioned by the Crown · Sponsored by a subdivision · Announced thirty (30) days in advance to the membership through official channels (announced in Court, or in an official newsletter) · Presided over by the Crown or a Ruling Noble · Attended by the ministers (or their deputies) responsible for the type of activities undertaken Exceptions to the rule 30-day notice is waived or revoked ­ See Bylaws Article V.A. Notice. The Crown (or the Estates), for just and stated cause, may waive or revoke notice. Revocation must be in writing. Civil Wars - See Bylaws Article XV.B.1. Notice. Civil Wars require that the war be held within 30 days of the issuance of the challenge. Acts of God ­ See Bylaws Article XVIII, Conduct of Target Archery (which applies to all events by extension and in policy). Official events that cannot be held because of weather, Acts of God, etc., may be rescheduled. The points earned at those make-up events are applied to the month they were originally scheduled. B. Tournaments and Wars These two types of events provide opportunities to advance in all four disciplines. For specific points information, see Points: Disciplines. · The person in charge of administrating a tournament or war is eligible for a DI. · If there are members in a secondary role (sub-autocrat), they may be eligible for a DI. This is awarded at the discretion of the Crown, and is awarded only if the person's efforts were essential to the running of the event. · Imperial Crown or Civil Wars, and Imperial Tournaments are exempt from the one-point-per-month rule. Points earned at these events may be counted as a second point in a month, if such has been earned. 1. Tournaments · · Tournament participation shall counts as EPs in the disciplines in which they are earned. No WPs shall be awarded at a tournament. The Crown is not eligible to receive a DI for regular Crown tournaments. These events are administered mainly by the ministers. If the Crown is conducting a special Crown tournament, they may be eligible for a DI. In such a case, the Imperial Crown awards the DI. War participation shall count as WPs in the disciplines in which they are earned. No EPs shall be awarded at a war. An arts entry that earns a TW, MW or MP at a war can count toward knighthood. If a tournament is held in conjunction with a war, the arts entries are automatically counted as participating in both events. They do not have to be judged separately to count for both types of events. This is the only time a WP and an EP shall be counted for a single participation. 2. Wars · · 3. Exception · © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: V. Points Page 10 of 35 C. Demonstrations Demonstrations (demos) are broad-based, general demonstrations of medieval or renaissance culture. They have a wider audience than a class (for example, demonstrations at schools, faires, libraries, and so on). Demos must meet all the requirements for an official event, plus: · There must be at least ten (10) different attendees (not including the autocrats) · Attendees need not be members of Adria Notes on Recording Points · · Demonstrating or discussing the techniques, materials or equipment of a particular subject counts as a DP in that discipline (for instance, showing how spinning was done counts as an arts DP; talking about archery counts as an archery DP) Setting up, tearing down, or helping to manage the demonstration counts as a ministry DP D. Classes A class is different from a demonstration in that it is much more focused in its subject matter. Classes, also called collegia, or symposiums, must meet all the requirements for an official event, plus: · A syllabus must be turned in to the Crown in order to receive Crown approval for the class · A class must be at least twenty (20) minutes long, with at least ten (10) minutes for questions and answers for a total of at least thirty (30) minutes. · If the class warrants it, costume requirements may be waived by the Crown · Attendees need not be members of Adria · Reference Estates Writ 8 for more information on these requirements Notes on Recording Points · Classes earn demonstration points. All those who attend, and sign in, shall receive a DP. The DP shall count in the disciplines in which the class was focused. If more than one discipline is addressed, it may count in more than one discipline. For instance, if a class is taught on how to fight a particular style of combat, it counts as a combat DP, while a class taught on how to construct and fit period helms, may count as both a combat DP and an arts DP. Topics that pertain to Adria as a whole (such as chivalry, court etiquette, or persona development) will count as a ministry DP. The teacher shall not count as one of the attendees and does not count toward the minimum of ten (10). For a DI, the class must have at least ten (10) separate attendees who have signed in (not including teachers). If there are not ten (10) attendees, the teacher may conduct the class again, with a cumulative attendance (counts as only one class). There can be more than one teacher for a class, if approved by the Crown. A member may not teach the same class more than once per year (unless it is a cumulative class). Members may attend classes as often as the class is taught, and shall receive DPs for doing so. In a cumulative class, they only count toward the minimum of ten (10) attendees once. · · · · · · © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: V. Points Page 11 of 35 E. Disciplines Points may be earned in each of the four knightly disciplines: archery, arts, combat, and ministry. Each point is recorded in the discipline in which it was earned (for instance, participation in a combat tournament shall count as a combat EP). 1. Archery · · · Tournament ­ All archers entered on the list (any size list) receive an EP. Tournament Win ­ If the list has at least 4 archers, a TW is awarded according to the rules of the list. War ­ Target archery offered for wars counts as an archery WP. Combat archery at war counts as a combat WP. Tournament ­ An arts entry scoring high enough for a participation receives an EP. Tournament Win ­ An arts entry scoring high enough to garner a TW also receives an EP. Masterwork ­ An arts entry that garners a MW also receives a TW, and an EP. Masterpiece ­ An arts entry that garners a MP also receives an MW, a TW, and an EP. War ­ Arts entries at wars receive an arts WP, not an EP (but may receive TW, MW or MP if awarded) Note: if a tournament is also held at the same time as the war, the arts entry may also receive an EP. See Section V.B.2. Tournament ­ All combatants entered on the list (any size list) receive an EP. Tournament Win ­ If the list has at least 4 combatants, a TW is awarded according to the rules of the list. War ­ Combatants who participate in a war scenario receive a WP. Archery ­ Combat archery counts as a combat WP. War - Participation in the administration of a war counts as a WP. Official Events - Participation in the administration of all official events (other than war) counts as an EP. Ministry Offices ­ Members who hold an office may receive an EP whether or not they attend any events during the month. As with all points awards, this is at the discretion of the Crown. 2. Arts · · · · · 3. Combat · · · · 4. Ministry · · · 5. Special Circumstances If there are not enough people to fill a list (combat or archery), it is called a short list. There are several ways in which a short list may be handled: · The participant may "bump up" to a higher list (if they have been authorized for that list), and the short list is cancelled. If the participant bumps up, their points are recorded on the higher list. If the participant does not bump up, they receive an EP on the lower list. · The list may be cancelled. If this happens, everyone who signed up for the short list receive EPs. · If the combat list is only one person short, a participant from a higher list may "bump down" in order to fight a destructive by (see Marshal's Manual). If this happens, the person bumping down is not eligible to win the tournament. (In a destructive by, if the person on the list wins, they move to the next round, and if the person who is providing the stand-by wins, the person on the list is eliminated.) Points earned on a higher list (Knight, or Huntsman) may be used to "fill in" blanks on the corresponding lower lists (Journeyman, Sergeant, or Bowman). © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: V. Points Page 12 of 35 F. No Points Points will not be awarded if: · The Crown does not concur with the point · It was earned at an unofficial event. (This includes fighter practices, ladies' solars, informal meetings (minister's meetings, committees, etc.). · The member does not sign in at the event, and pay the site fee (if any). · The person is not a paid member of Adria (includes expired members only after the 30-day grace period has elapsed). · The person was removed from the event for just cause. · A person who was not physically in attendance at the event (unless the Crown has waived this requirement for ministers or estates-holders who otherwise performed their monthly duties). G. One Point Per Month A member may only apply one point per month toward advancement in rank. In any one month, a member may participate in as many events and activities as they wish. During that month, they may only apply one point of a given type toward advancement. It is the member's choice which of their multiple wins (or multiple participations, etc.) they wish to apply. 1. An example A member participates in archery tournaments at two different events in the month, winning one, but not the other. That member may apply the tournament win toward knighthood, but only one of the participations. 2. Exceptions to the Rule Demonstration participation and initiation points - See Glossary. Adria is an educational organization, and participation in demonstrations is encouraged. The Minister of Rolls shall apply as many points of this type in a month as the member has earned. Participation in Imperial Tournaments and Imperial Crown/Civil Wars - See Bylaws, Article V.E. Member Participation. For these events only, a member may earn a second point in a month that may be applied toward advancement in rank. H. Members Leaving Adria A member may leave Adria in three (3) ways: · Their membership may expire, and not be renewed · They may quit · Their membership may be revoked It does not matter to the Office of Rolls. Their records are archived for a period of three years (longer than that is subject to space considerations). If a member quits, a note is placed in their record as to the conditions of their leaving, and those conditions are complied with. For instance, if they say, in writing, that they quit and want to release their retirement titles and awards, the Office of Rolls will note that. Should the member return, and request reinstatement of those released titles and awards, the request will be denied. (The member should think very hard before making these kinds of statements - there is no going back.) Membership revocations are very rare. They require action by the Board of Directors, and/or the judicial system, and will include specific instructions on how the revocation shall be handled. The Office of Rolls and Lists shall take these instructions into account, and note those conditions in the member's records. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: V. Points Page 13 of 35 I. Members Returning to Adria A member who has left Adria for more than 30 days loses all ranks, titles, and awards. This includes members who have quit, and members whose memberships have lapsed beyond the 30-day grace period. The Office of Rolls and Lists will maintain their records for 3 years (longer than that is subject to space considerations). Should the member return, they must petition the Imperial Crown for reinstatement of the lost ranks, titles and awards: · Status as a landed estate-holder is lost to the member. To head an estate requires continuous membership for most estates. Once they meet the continuous-membership requirement, the estate may restore them if the estate so chooses. · Unless there is a judicial restriction or ban, rank is restored (the points are, after all, on record), as are titles and awards. · Registered arms are reinstated (this does not affect the Office of Rolls). 1. Standard Reinstatement The standard reinstatement reads: "We understand that the lapse was not due to any prohibition, restriction or ban. Our word is based on this information. Your membership will show a lapse, which will prevent you (for a time) from running for or holding an office that requires a continuous membership. Beyond that, We shall consider your rank, titles, awards, arms, etc. to be restored, subject to the same conditions, restrictions, etc. (if any) as when your membership expired." Signed by the Imperial Crown, copied to the local Crown and pertinent ministers: Chancellor, Rolls, Steward. 2. Backdating Dues Points are not earned by non-members. Imperial policy states that a member may backdate his dues to cover a lapse in membership. If a member lapses, participation does not count. Backdating dues will not allow these points to be recorded. The Bylaws state that payment of dues may be required for points conversions from other organizations. Membership status is not relevent to the Office of Rolls - those points are recorded as approved by the Imperial Crown. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: VI. Points Conversions Page 14 of 35 VI. POINTS CONVERSIONS A. For Ministry Service The bylaws allow for the conversion of Imperial ministry service to DIs. See Bylaws: Imperial Estates Writ 6. Two months of service may be substituted for one DI. 1. Procedure The member will: · Prepare a recap page that will go along with your request. Include what points are being requested, and the dates those points were earned. · Request in writing from the Imperial Crown a points conversion (include recap). The Imperial Crown will: · Review the request and determine what points will be converted (confer with the Imperial Crown sitting at the time of service if necessary). · When a decision is made, send the information to the member, the local Crown, the local Rolls Minister. The Minister of Rolls will apply the points as directed by the Imperial Crown. 2. Restrictions · · · The substituted points will not be recorded until the Imperial Crown has approved the substitution. This policy is not retroactive and may not be applied for any service prior to April, 2001. Only Imperial ministry service is eligible - this policy does not include Crowns (Imperial, Royal, Archducal or Ducal), or subdivision ministers. B. From Other Organizations The Bylaws allow for the Imperial Crown to "develop systems of conversion such that members who have participated in activities analogous to activities in the Adrian Empire." See Bylaws Article IX.C. Ranks. ONLY the Imperial Crown may approve these conversions. 1. Procedure The member will: · Get the back-up information and confirmations from the original organization (SCA, ECS, HMR, etc.) to establish their claim. This should be from officers and former officers from that group (e-mails are acceptable). · Prepare a recap page that will go along with your request. Include what points are being requested, and the dates those points were earned (if at all possible). · Request in writing from the Imperial Crown a points conversion. Include the confirmations from the other group, and the recap. The Imperial Crown will: · Review the request and determine what points can be credited, and if the member is eligible for any knighthoods based on the conversion. · If further clarification or documentation is needed, contact the local Crown and the member with instructions about what is needed. · When sufficient information is submitted and a final determination of points is reached, send the information to the member, the local Crown, the local Rolls Minister. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: VI. Points Conversions Page 15 of 35 The Minister of Rolls will: · Apply the points, and advancements as directed by the Imperial Crown. · Double check that converted points do not violate the one-point-per-month rule (if so, notify the member, the Imperial Crown, and note it in the records). · Keep a copy of the information (request, back-up information, and Imperial Crown approval) in the Rolls records for future reference. 2. Restrictions · · The member is still subject to the one-point-per-month rule, and any conversions shall not overlap with points already awarded for a month. The converted points will not be recorded until the Imperial Crown has approved the conversion. C. Renaissance Military Society (RMS) The Renaissance Military Society (RMS) tracks points exactly the same way as Adria. Because they are completely analogous to Adria, the points are converted one for one. D. Society for Creative Anachronisms (SCA) The Society for Creative Anachronisms (SCA) does not track points the same way as Adria. For instance, they do not usually keep track of tournament wins. Because of this, most of the milestones cannot be documented, and only participation can be easily converted. What can be documented is eligible for conversion. The system of conversion, and documentation sections below were originally an Imperial Writ from TIMs Elisabeth Grey and Erick the Aweful, dated April 21, 2001. 1. System for the Conversion of SCA Participations Pursuant to the above By-law [Article IX.C. Ranks] the Imperial Crown here by adopts the following conversion system to accommodate members coming into the Empire from the SCA. Knights, Masters Members of the Order of the Laurel, and Masters Members of the Order of the Pelican, and Members of the Orders of the Chivalry, including both Knights and Masters of Arms. May be elevated to Adrian Knighthood upon completion of their milestones (wins, DPs, WPs, and DIs). Upon completion of the milestones, participations in their track (archery, arts, combat, ministry) may be waived up to as many months as they have been subjects of the Laurel Kingdoms. SCA members below peerage level requesting credit for experience will have to be dealt with on a case by case basis taking into consideration sub-peerage awards to determine if and the number of participation points that should be granted. 2. Documentation and Determination Request for the granting of credit for participation points will be made in writing to the Crown or Chancellor of the Imperium and the Sovereign of Arms will check the SCA order of precedence. The Imperium may impanel a special Court to deal with these matters if need be. The court may conduct their business over e-mail or phone if they deem it expeditious. The member will submit documents affidavits and affirmations from Officers and former Officers of the SCA to establish their claim for any points to be credited. The panel or the Imperial Crown will determine what participation credits are to be granted toward Knighthood in the Adrian Empire, and any Knighthood that the member is eligible for. The Imperial Crown will approve the findings if the Crown is in agreement, or reject the findings and send them back for more work (such as better documentation clarification etc.) This determination will be made only on the merits of the documents. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: VI. Points Conversions Page 16 of 35 The points become effective upon concurrence of the Imperial Crown. The points will be forwarded to the local rolls officer for recording, and to the Imperial Minister of Rolls . E. Empire of Chivalry and Steel (ECS) The Empire of Chivalry and Steel (ECS) has a system of points that is close to Adria's. In the ECS system, though, the points are weighted (in Adria, activity is a point, and a point is a point is a point). There is a mathematical formula that is used for the points conversion. There is also a rank conversion policy in place for the ECS. Note that conversion of rank does not necessarily follow point conversion. If the rank conversion allows for a certain rank, and there are points lacking to justify that rank, then the member must earn those "missing" points before advancing to the next higher rank. 1. ECS Conversion in General The ECS conversion formula was adopted as a writ (having been approved by the Adrian Senate in July 1998) in February 1999. The full text of this writ (including examples) is contained as ECSconversion.pdf in the Imperial Archives (http://www.adrianempire.org/library.html). This section is provided for reference only. Only the Imperial Crown may approve points conversions. Local Ministers of Rolls may use this formula to calculate the conversion as a reference only. When submitting a conversion request for ECS participation (where this formula has been used), the member must provide all the back-up information, not just the calculation based on this formula. 2. Archery a. b. Points There is currently no points conversion for archery. Rank There is currently no rank conversion for archery. 3. Arts a. Points 25% of the points are allocated to DPs and are divided by fifteen (15), rounding down, to yield the number of DPs. 75% of the points are allocated to EPs and are divided by fifteen (15), rounding up, to yield the number of EPs. The number of EPs may not exceed the number of months the crossover has been a member of the ECS. Any excess EPs become DPs. For every twenty (20) war points: · Add an additional month of membership for the purpose of this conversion, equivalent to participation in Imperial Crown/Civil Wars. This is limited to one "bonus month" per three actual months in the ECS, rounded down. · Add one WP without limitation as to months of membership, equivalent to participation in wars which are not Imperial Crown/Civil Wars. (Divide the number of war points by 20 and round down to yield WPs.) Masterworks convert one to one. Tournament Wins are calculated by dividing the total number of points by 125. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: VI. Points Conversions b. Rank ECS Apprentice - Adria Apprentice Journeyman - Journeyman Craftsman ­ Master Master ­ Master Knight Artisan ­ Knight Robe Knight Master ­ As per points conversion Knight Doctor ­ As per points conversion Page 17 of 35 4. Combat a. Points 25% of the points are allocated to DPs and are divided by fifteen (15), rounding down, to yield the number of DPs. 75% of the points are allocated to EPs and are divided by fifteen (15), rounding up, to yield the number of EPs. The number of EPs may not exceed the number of months the crossover has been a member of the ECS. Any excess EPs become DPs. For every twenty (20) war points: · Add an additional month of membership for the purpose of this conversion, equivalent to participation in Imperial Crown/Civil Wars. This is limited to one "bonus month" per three actual months in the ECS, rounded down. · Add one WP without limitation as to months of membership, equivalent to participation in wars which are not Imperial Crown/Civil Wars. (Divide the number of war points by 20 and round down to yield WPs.) b. Rank ECS Yeoman - Has no rank in Adria until qualified for the Sergeant's list Man at Arms - Shinai-qualified Yeoman (and may qualify for Schlager) Guardsman ­ Guardsman Sergeant ­ Sergeant Knight Bachelor ­ Knight Bachelor Knight Bannerette ­ As per points conversion (waiving requirement for armored wins) Knight Champion ­ As per points conversion (waiving requirement for armored wins) 5. Ministry a. Points Conversion To determine EPs, divide the total ministry points by twenty (20). The number of EPs may not exceed the number of months the crossover has been a member of the ECS. To determine DIs: · Convert ministry projects one for one, and · Divide the number of ministry points by 170 To determine DPs: · One (1) DP if the ministry points total between 50 and 124 · Two (2) DPs if the ministry points total at least 125 © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: VI. Points Conversions Page 18 of 35 For every twenty (20) war points: · Add an additional month of membership for the purpose of this conversion, equivalent to participation in Imperial Crown/Civil Wars. This is limited to one "bonus month" per three actual months in the ECS, rounded down. · Add one WP without limitation as to months of membership, equivalent to participation in wars which are not Imperial Crown/Civil Wars. (Divide the number of war points by 20 and round down to yield WPs.) b. Rank Conversion ECS Clarke ­ Adria Clarke Rector ­ Rector (as long as the person was an ECS member for at least 3 months) Officer ­ Chamberlain Chamberlain ­ Chamberlain Knight Minister ­ Knight Minister Knight Civil ­ As per points conversion (waiving the requirement for armored wins) Knight Premiere ­ As per points conversion (waiving requirement for armored wins) 6. Title Conversion ECS Earl/Comtessa (awarded to retiring Imperial, Royal Crown) ­ Adrian Count/Countess Royal Earl/Comtessa (awarded to retiring Ducal Crown) ­ Baron/Baroness of the Court Viscount/Viscountess (awarded to King/Queen, Prince/Princess, Duke/Duchess, Count/ Countess) ­ Count/Countess Royal Viscount/Viscountess (awarded for anything else) ­ Baron/Baroness of the Court Court Baron/Baroness ­ Baron/Baroness of the Court Court Lord/Lady ­ Lord/Lady of the Court 7. F. Honors, Orders, Awards These do not convert to Adria. Historical Medieval Re-enactment (HMR) In Process © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix A. Ministers Page 19 of 35 APPENDIX A. MINISTERS A. Minister of Rolls and Lists (Imperial) 1. Advise the Imperial Crown (or other members of the Empire), as requested, concerning: · The accomplishments of members of the Adrian Empire · Policies and procedures for the Office Oversee and manage the Imperial Office of Rolls and Lists: · Serve as team leader to the members of the Office (ministers and deputies, both Imperial and subdivision levels) · Supervise Imperial Deputies in their duties · Maintain (and update) the Manual of Rolls as needed · Cause to be published any new policies or procedures for the Office · Coordinate the training of ministers and deputies (to include the scheduling and facilitating of training opportunities) · Ensuring that a Minister of Rolls shall be present at all Imperial Events (who shall oversee sign-ins, supervise the List Keepers, and provide all documentation and reports to the Imperial Office immediately after the event). Serve as the primary arbiter in matters of conflict over points or advancements of members of the Adrian Empire. On a monthly basis: · Oversee the updating of the Imperial rolls (including on-line records, if any) · Report to the Imperial Crown regarding the Office On a quarterly basis: · Cause to be published a list of Imperial advancements for members of the Empire On a yearly basis: · Cause to be published a complete, updated list of standings for the Empire (also called a Domesday Book) · Master archive the subdivision reports and records (hard copy) Advise the Imperial Minister (or other members of the Empire as requested) concerning: · The accomplishments of members of the Adrian Empire · Conflicts over points or advancements of the members of the Adrian Empire Assist in the management of the Imperial Office of Rolls and Lists: · Serve as assistant team leader to the subdivision ministers · Supervise subdivision ministers in their duties · Oversee the training of ministers and deputies On a monthly basis: · Update the Imperial rolls, including on-line records, if any · Report to the Imperial Minister regarding the Office (see Reports) On a quarterly basis: · Archive subdivision reports and records (hard copy) On a yearly basis: · Provide the rolls archives to the Imperial Minister for master archiving 2. 3. 4. 5. 6. B. Deputy Minister of Rolls and Lists (Imperial) 1. 2. 3. 4. 5. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix A. Ministers Page 20 of 35 C. Minister of Rolls and Lists (Chartered Subdivisions) 1. Advise the subdivision Crown (or other members of the Empire), as requested, concerning: · The accomplishments of members of the Adrian Empire · Policies and procedures for the Office (as directed by the Imperial Minister of Rolls) Assist members with audits of accomplishments (see Audits). Provide as requested by the Crown or Chancellor: · Activity standings for estates-holders · Advancements that would affect the subdivision's Estates At every sanctioned event: · Ensure that a subdivision minister or deputy shall be present to oversee and collect rollskeeping records (including sign-in sheets, list trees, etc.) · Oversee the List Keepers and assist when needed On a monthly basis: · Update the subdivision rolls (including on-line records, if any) · Report to the Imperial Deputy Minister (see Reports) · Cause to be published a list of subdivision advancements for members of the chartered subdivision On a quarterly basis: · Provide to the Imperial Deputy all subdivision reports and records (hard copy) On a yearly basis: · Provide all materials to the incoming minister of rolls · Ensure that the incoming minister of rolls is trained in the policies, procedures and any software programs for the Office 2. 3. 4. 5. 6. 7. D. Deputy Minister of Rolls and Lists (Chartered Subdivisions) Where there is no deputy, the duties and responsibilities shall fall to the subdivision minister. · Assist the minister in performance of the duties of the office. · Serve as List Keepers at sanctioned tournaments and wars. · Supervise the sign-in procedures at sanctioned events. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix B. Domesday Book Page 21 of 35 APPENDIX B. DOMESDAY BOOK The Imperial Domesday Book consists of a listing of the members of Adria, separated into two (2) sections: · Honors (which includes ranks, titles, awards, and orders as specified in the Bylaws and Estates Writ 18), with the exception of estates holdings, which are not tracked by the Office of Rolls and Lists · Points (which includes the sum totals of the points earned by the member in each disciplines) This Domesday Book shall be published annually and available to the populace, preferably online. A. Section One: Honors Section One consists of the following information: · Legal name · Awards, ranks, and titles (as listed in the Bylaws and Estates Writ 18, but not estates holdings), including the date awarded, if known: · Prince (or Princess) · Count Royal (or Countess Royal) · Knight · Third-level (Champion, Doctor, Premier, Warden) · Second-level (Banneret, Master, Civil, Forester) · First-level (Bachelor, Robe, Minister, Hunstman) · Viscount (or Viscountess) · Lord (or Lady) of the Court (or Empire) · Baron (or Baroness) of the Court (or Empire) · Founding Viscount (or Viscountess) · Companion in the Imperial Orders of: · The Fleur-di-Lis · The Table Round · Saint Joan · Royal Star · Comet · Crown Companion · Nebula · Queen's Guard · Lion · Crown Guard · Harp · Quill · Talbot B. Section Two: Points Section Two consists of the following information: · Legal name · Sum totals of points earned in each of the disciplines (archery, arts and sciences, combat, and ministry), and shall include each of the possible points: · DP (demo participation) · DI (demo initiation) · EP (event participation) · MW (masterwork) · MP (masterpiece) · SP (armored participation) · SW (armored win) · TW (tournament win) · WP (war participation) © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix C. Policy Changes Page 22 of 35 APPENDIX C. POLICY CHANGES From time to time, the way points are awarded and recorded has changed. This manual contains today's rules about points. This appendix contains previous policies and their effective dates of changes, etc. Changing Awarded Points Changes are not retroactive. A Rolls Minister may not "go backwards" and change points accurately awarded under different rules, or different interpretations of the rules, for example: · Points awarded as "second points in a month" for local Crown Wars, before the clarification was issued. The exception to this shall be points that were awarded in error, for example: · Knight's List armored combat participation points for shinai tournaments (which is only authorized for Sargeant's List tournaments) · Imperial ministry points that were converted to DIs before March 2001. A. Only One TW per month In December 1998, Emperor Stefan issued a clarification that a person may only count one TW (in any particular list) per month toward their knighthood. B. Converting Ministry Points to DIs After March 2001, Imperial ministers can request substitution of their monthly ministry points to DIs (2 months of service for one DI). Not retroactive. C. Counting Crown Wars as a Second Point in a Month In 2001, a clarification was issued: Imperial Crown/Civil Wars may count as a second point in a month, local Crown/Civil Wars do not. If points were awarded in error prior to this ruling, they will not be taken away. D. Counting Arts as a Tournament in a War Prior to July 2002, if there were 4 entries on a category list (food, crafted, bardic, fine) in a Crown/Civil War, then those entries would also count as a tournament. With the adoption of the Arts Manual in July 2002, arts category lists are obsolete. With the 2001 clarification (above) this was limited to only Imperial Crown/Civil Wars (because an Imperial tournament is held in conjunction with the Imperial War). © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix D. F orms Page 23 of 35 APPENDIX D. F ORMS Wherever possible, the form shall be offered in PDF format, and in spreadsheet format. Forms that are available only in PDF are those that require signatures, or those that may not be altered. A. Sign-in Forms Forms may not be preprinted with member information. All attendees who intend to participate in any activities must sign in, whether they are a member of Adria or not. The event sign-in shall record a person's attendance. If the attendee wishes to participate in any activities, they must sign the appropriate sheet for that activity. This serves several purposes: · Eliminates people who sign in and don't participate (but still get the point). · Eases the burden on the list keepers in creating the list. · Eliminates additional (redundant) paperwork for recording the scores and participation, which also eliminates conflicting information on multiple forms. 1. Event This sign-in form has the general waiver printed on it, and everyone who attends an event must sign the waiver. If they wish to participate, they sign in on the list-keeping sheets for the specific activity. Crown Tournament January 1, 2003 Gascony El Cajon Park Sir Dance-a-Lot (John Doe) TN TN guest ESP Doe, John Doe, Johnnie Aquitaine, Eleanor Russell, Mary 12 John Doe John Doe Eleanor Aquitaine Mary Russell autocrat John Doe (father) heralding The NOTES space should also be used to explain situations that will affect points. For example, "escorted offsite due to drinking." Use the abbreviation for the subdivision. If not a member of Adria, use "guest." The age is required ONLY if they are under 21. The parent or guardian's signature and name is also required. The autocrat or Crown can fill in ministry that isn't covered on the listkeeping sheets. In a war, this space can be used for army choice. © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix D. F orms Page 24 of 35 2. Archery The archery sign-in form has plenty of room for the archers to sign in. It is used by the archery list keeper to create the list tree (if used), and record scores and ministry information. After the tournament, the list keeper returns the form to the Minister of Rolls. Crown Tournament January 1, 2003 Gascony El Cajon Park Sir Dance-a-Lot (John Doe) TN TN guest ESP Doe, John Doe, Johnnie Aquitaine, Eleanor Russell, Mary John Doe John Doe Eleanor Aquitaine Mary Russell 3. Arts The arts sign-in form has plenty of room for the artisans to sign in. It is also used by the arts list keeper to record scores, and ministry information. After the tournament, the arts list keeper returns the form to the Minister of Rolls. The List Keeper enters the names of all the judges, scribes and runners. Barry O'Harry Birdie O'Barry Jane Russell Sir Dance-a-Lot (John Doe) Dame Its-A-Bow (Mary Doe) Crown Tournament January 1, 2003 Gascony El Cajon Park Sir Dance-a-Lot (John Doe) John Doe Elisabeth Russell Doe, John Doe, Johnnie Aquitaine, Eleanor Russell, Mary John Doe John Doe Eleanor Aquitaine Mary Russell song - ave maria child's chemise brocade cushion chain coif withdrawn 18 23 20 28 30 30 31 30 30 X X 29 27 21 19.6 27 27.6 X The score furthest from the others is tossed (either high or low), and the rest of the scores are averaged for a final. More than one win may be awarded. An MW also recieves a TW (an MP receives a MW, and TW). © Adrian Empire Inc. December 2002 http://www.adrianempire.org Rolls Manual: Appendix D. F orms Page 25 of 35 4. Combat There should be a separate sign-in sheet for Sergeant and Knight Lists. Combatants may sign up for as many lists as they are qualified for. After sign-in's are complete, the combat list keeper uses this sheet to create the list trees, or combat schedules. After the tournaments are finished, the results are recorded on this sheet, and the sheet is returned to the Rolls Minister. Be sure that is it very clear which list the sheet is for.