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.
Rolls Manual: Table of Contents TABLE OF Page 1 of 35 CONTENTS Preface ........................................................................................................................................................ 3 I. The Office of Rolls and Lists.......................................................................................................... 3 II. Sources of Information .................................................................................................................
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.
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.
Rolls Manual: II. Sources of Information C. Page 4 of 35 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.
Rolls Manual: III. Reports 2. Page 5 of 35 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.
Rolls Manual: III. Reports 2. Page 6 of 35 “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.
Rolls Manual: IV. Audits E. Suggestions • • F. Page 7 of 35 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.
Rolls Manual: IV. Audits B. C. D. Page 8 of 35 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.
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.
Rolls Manual: V. Points C. Page 10 of 35 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 • • D.
Rolls Manual: V. Points E. Page 11 of 35 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 • • • 2. Arts • • • • • 3. • • Tournament – All combatants entered on the list (any size list) receive an EP.
Rolls Manual: V. Points F. Page 12 of 35 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).
Rolls Manual: V. Points I. Page 13 of 35 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).
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.
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 • • C.
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).
Rolls Manual: VI. Points Conversions b. Page 17 of 35 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 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.
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.
Rolls Manual: Appendix A. Ministers Page 19 of 35 APPENDIX A. MINISTERS A. B. 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 2.
Rolls Manual: Appendix A. Ministers C. D. Page 20 of 35 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) 2. Assist members with audits of accomplishments (see Audits). 3.
Rolls Manual: Appendix B. Domesday Book Page 21 of 35 APPENDIX B.
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.
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.
Rolls Manual: Appendix D. F orms 2. Page 24 of 35 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 3.
Rolls Manual: Appendix D. F orms 4. Page 25 of 35 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.
Rolls Manual: Appendix D. F orms B. Page 26 of 35 Tournament Forms These forms are offered for use, but subdivisions may alter them to suit their needs. 1. List Tree This form is used by the combat list keeper (sometimes archery) to track the combatants in elimination-type tournaments. Doe, John Mary Russell Eleanor Aquitaine Barry O’Harry Mary Russell Barry O’Harry Combatants are entered from the sign-in list, and the order of combat is determined. 2.
Rolls Manual: Appendix D. F orms C. Page 27 of 35 Steps to Knighthood These forms are essential for members to track their own participation. There is a form for each discipline. The member fills in their activity, as it happens, which gives them an ongoing record of their status. © Adrian Empire Inc. December 2002 http://www.adrianempire.
Rolls Manual: Appendix E. Reports Page 28 of 35 APPENDIX E.
Rolls Manual: Appendix E. Reports 2. Page 29 of 35 Approved Events A listing of approved events is essential to Rolls. Points may not be awarded unless the event has been approved by the Crown. This should be filled out monthly by the Crown (or an authorized minister in the Crown’s name). The time is not important for Rolls, but the date is required. Specific addresses aren’t important to Rolls, but locations are – it separates events held on the same day. The approval date is required.
Rolls Manual: Appendix E. Reports 4. Page 30 of 35 Honors Report It is important to track the advancements and precedence-bearing awards in Adria. If it is listed in the bylaws (see Bylaws: Ranks, Titles, Awards), it needs to be tracked. Ministry positions do not need to be tracked, nor do local-level awards, or styles.
Rolls Manual: Appendix E. Reports 6. Page 31 of 35 Estates Checklist For subdivisions that require household reports, this provides an easy way to verify whether the reports have been sent. This report may be used by the Crown to award estates-holders points, and by the Chancellor to help determine estates status. © Adrian Empire Inc. December 2002 http://www.adrianempire.
Rolls Manual: Glossary Page 32 of 35 GLOSSARY AO - Attendance Only Arts 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. See Forms: Arts Comment Cards. Attendance Only - When a member goes to an event, pays the site fee (if any), and signs in, they have attended the event.
Rolls Manual: Glossary Page 33 of 35 Estates Meeting – A specific type of meeting, outlined in the Bylaws. A minimum amount of participation at official events is required of the estates-holders in order to vote at these meetings. Rolls must coordinate with the Chancery in order to provide this information. Attendance counts as participation in an event (proxies sent to an event do not).
Rolls Manual: Glossary Page 34 of 35 Milestone – The points other than participation required for knighthood. The requirements for knighthood include participations and milestones. You must have a certain number of EPs and WPs in order to advance. You must also have a certain number of wins, demos, etc. These are the milestones. Minister of Rolls - The Minister of Rolls is responsible for the Office of Rolls and Lists.
Rolls Manual: Glossary Page 35 of 35 War – A specific type of event in which armies are formed to “fight” against one another. If it is a Crown or Civil War, it must follow specific guidelines (see Bylaws). If it is a “fun” war (any war other than a Crown or Civil War), the rules are more lax. Either way, the participants earn WPs rather than EPs.
