Adrian Empire ROLLS, THE OFFICE OF ROLLS AND LISTS User Manual

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

“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

ABLE OF

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

ONTENTS

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

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 archi v al 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 second-

hand 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.

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 M inister of Arc hery 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.

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 sancti oned 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 , ev en if the subdiv ision elects to record their local information in a different format (database, etc.)

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 – P ayment 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

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 matc hes 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.

Rolls Manual: IV. Audits Page 8 of 35

B. Responsibilities of the Member

1. Track their participation and milestones. See Forms: Steps to Knighthood.

2. 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 believ e them to be . See Forms: Steps to Knighthood.

3. Participate in the audit, providing information as requested by the Minister of Rolls.

C. Responsibilities of the Minister of Rolls

1. Respond to an audit request in a timely manner (within 30 days of official request).

2. 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.

3. Provide the member with a written confirmation of the outcome of the audit.

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. The Imperial Office of Rolls and Lists - The Imperial Minister of Rolls shall be the primary

arbiter of such disputes.

2. Kingdom Civil Court - See Bylaws Article XI.A. Civil Courts.

3. Imperial Civil Court - See Bylaws Article XI.A. Civil Courts.

4. Imperial Crown.

5. 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.

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 W ars - See Bylaws Article XV.B.1. Notice. Civil W ars require that the w ar be held within 30 da ys 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.

2. Wars

• 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.

3. Exception

• 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.

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 receiv e 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. F or instance , if a class is taught on ho w 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 cumulativ e 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.

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