Policies of the Office of The Minister Of Lists For The East Kingdom

I. Responsibilities of the Kingdom Office

The Laws of the East Kingdom charge the Kingdom Office of Minister of Lists with the following duties:

All policies of this office, as outlined below, are designed to help the Kingdom Officer carry out these duties.

II. Ministers of Lists for Local Groups

A. Requirements of the Office

    1. Per East Kingdom Law, if a local group is of Baronial/Province level status or higher, it must have a Minister of Lists.
    2. Shires, Cantons, and other smaller groups are not required to have a Minister of Lists, but may do so if they wish. It is strongly suggested that all groups that hold a regular fighting and/or fencing practice, or which regularly (at least once per year) hold events where a tournament is held, fill the office of Minister of Lists. In groups which do not have a rostered MOL, the local Seneschal may be asked to designate someone to carry out the census duties outlined below.
    3. Like all SCA officers, all MOLís must be paid members of the SCA, Inc., and must have regular access to the Pikestaff. They are also expected to read the Minister of Lists column in the Pikestaff, as this is where any updates to these policies will first be published.
    4. It is strongly recommended that, in addition to the membership requirement, local groups take the following recommended qualifications into account when choosing their local MOL:

    1. The MOL should be organized and able to deal efficiently with large amounts of paperwork.
    2. The MOL should be able to attend all locally sponsored events where a tournament or combat authorization bouts will be held.
    3. The MOL should be familiar with the basic procedures for East Kingdom Combat Authorizations.
    4. The MOL should have a basic familiarity with, or a willingness to learn about, standard tournament formats.
    5. The MOL should be able to form a firm working relationship with all warranted marshals in his/her local group.
    6. The MOL should be able to enforce Kingdom and Society Law and Policy relating to SCA combat authorization procedures with all persons, regardless of rank.

B. Appointment and Rostering of Local Minster of Lists

    1. When a local group needs a new MOL, they should follow whatever selection process is called for by local custom, bearing in mind the qualifications outlined above and the responsibilities of the office.
    2. Once a candidate acceptable to the local group has been selected, and has agreed to serve in the office, that person must submit a written request to be added to the Kingdom Roster of Local Ministers of Lists. This request must include the following information:

    1. The candidateís 20th century name, local group, mailing address, and telephone number. The candidateís SCA name and email address should also be included if available.
    2. Proof of membership for the candidate (a photocopy of their Pikestaff label or SCA Membership card)
    3. A statement from the Seneschal of the Local Group that this candidate is indeed acceptable to the local group
    4. A statement from the outgoing Minister of Lists (if available) that s/he is stepping down from the office to make way for the new candidate. If the outgoing Minister of Lists is not available, the roster request must clearly state why no such statement included.

    1. Until the candidate has received written confirmation from the Kingdom Minister of Lists that s/he has been added to the Kingdom roster, s/he should not assume that their request has been received or accepted. Normally, a candidate should expect this written confirmation to arrive within two weeks of the mailing date of the request.
    2. Failure to include all the required elements in the roster request may result in the rejection of the roster request, pending receipt of all the required elements. Continued failure to include all the required elements in the roster request will result in the rejection of the roster request, with the local group asked to select another candidate.
    3. Local MOLís will only remain on the roster as long as their Membership is valid. Local MOLís whose membership has expired for more than thirty (30) days will be removed from the Kingdom roster (as outlined below), with the local group asked to select another candidate. In order to remain on the Kingdom roster, local MOLís should send updated proof of membership to the Kingdom MOL in a timely fashion.
    4. Local Seneschals may request that their local MOL be removed from the Kingdom roster, but this request will only be honored if good and just cause is shown. Good cause may include:

    1. Failure to perform duties assigned by Kingdom Law and Policy
    2. Repeated non-attendance at local meetings, practices, and events ("dropping off the edge of the world").

    1. The final authority for removing a Local MOL from the Kingdom Roster rests with the Kingdom Minister of Lists. Recommendations of Local Seneschals will be taken into account, however, Local Seneschals do not have the power to take unilateral action regarding the creation or removal of a local MOL, except as relates to any term limits for local officers.
    2. The Kingdom Minister of Lists may elect to remove any local MOL from the Kingdom roster for non-compliance with Kingdom or Society Law and the Policies of this office, including lapse in membership as outlined above. Should the Kingdom Minister of Lists need to remove a local MOL from the roster, the local seneschal will be notified within ten (10) days of the local MOLís removal.
    3. In no case will a Local MOL be removed from the Kingdom roster without the Kingdom MOL first warning the Local MOL that there is a problem, and giving the Local MOL a suitable period of time to either explain the situation or fix the problem.

C. Dissolution of the Office

    1. As outlined elsewhere in East Kingdom Laws and Policy, this office, once created, must either be filled with a candidate acceptable to the East Kingdom Minister of Lists, or formally abolished with the agreement of the majority of citizens of a local group. If the people of a local group have determined that the office of Minister of Lists is not a necessary or functioning office, and it is not a requirement to maintain the status of the group, the decision may be made to attempt to dissolve the office at the local level. Once this determination has been tentatively made, there are two alternatives:

    1. The preferred alternative is to wait until elections and vote to dissolve the office. The local Seneschal should then send a letter to the Kingdom MOL by the local Seneschal summarizing the decision.
    2. If Option a is not practical, or the group as whole prefers not to wait, a petition with a reasonable majority of the group members may be presented at a local groupís meeting, where it is KNOWN IN ADVANCE that this petition will be presented (announcing at the previous meeting or a note in the local newsletter is fine). A vote may then be held to dissolve the office. A letter should then be sent to the Kingdom MOL summarizing the decision whether the office was dissolved or not.

    1. This office is designed to be a help to the marshals and fighters. Any decision made should be for the benefit of the majority of this group. This office is meant to advance the enjoyment of our Society and to make tournaments and combat authorizations safer, easier, and more fun. If it does not serve its purpose, and it is not required to maintain the status of the group, it need not be maintained.
    2. The dissolution of any office is a fairly serious step and should not be done lightly. The group should consider if the office is more of a benefit or a deficit. No office should be dissolved then reformed with any frequency (i.e. more than once every few years). If this happens once, then the office should be maintained.
    3. If a group that has previously maintained the office of Minister of Lists elects to dissolve the office, any existing records relating to the office of the MOL should be turned over to the Knight Marshal for maintenance. If a group has no Knight Marshal, then the records in turn should be turned over to the Local Seneschal. It is recommended that these records be maintained for a substantial period of time, in case questions around the performance of the duties of this office or the decision is later made to reinstate the office. It should be stated clearly that the duties and responsibilities of the office do not automatically pass to the Knight Marshal (although s/he may find that s/he takes on many of them) or the Seneschal, but rather that only the extant records relating to the office should be preserved.

III. Appointment and Rostering of Ministers of Lists at Large

  1. An MOL-at-Large is defined as any MOL who is on the Kingdom roster of MOLís, but who does not hold the office of Minister of Lists for any Local group or Region.
  2. Anyone who wishes to added to the Kingdom roster as an MOL at large must submit a written request, including the following information:

  1. The candidateís 20th century name, local group, mailing address, and telephone number. The candidateís SCA name and email address should also be included if available.
  2. Proof of membership for the candidate (a photocopy of their Pikestaff label or SCA Membership card)
  3. A letter or brief resume from the candidate stating why s/he feels that s/he is qualified to be an MOL at large.

  1. The final decision as to whom to roster as an MOL at large rests solely with the Kingdom Office. Generally, only candidates who have MOL experience will be rostered as an MOL at large, however the decisions will be made on a case-by-case basis. Candidates who are judged as not qualified for the office will be notified by the Kingdom MOL that they have not been added to the Kingdom roster.
  2. Anyone who wishes to be an MOL at large, but whose local group of residence does not currently have an MOL, may be asked to instead to fill the office for their local group, provided the candidate is acceptable to the local group.
  3. MOLís at large are subject to the same membership requirements and removal procedures as MOLís for local groups, as outlined above.
  4. MOLís at large will in all cases report directly to the Kingdom MOL or his/her Regional Deputies.

IV. Responsibilities of all Local and At-Large Ministers of Lists

  1. All MOLís should read and be able to answer basic questions about the Laws and Policies of the Society and the East Kingdom as they relate to the running of tournaments and events, holding office at the local level in the East Kingdom, and processing Combat Authorization paperwork.
  2. All MOLís should work with their local marshals and autocrats to encourage and assist with the running of diverse sorts of Armored Combat and Period Fencing tournaments at local events and practices. To this end, all MOLís should be familiar with and able to run the basic tournament styles used in the Society (Single Elimination, Double Elimination, Bear Pit, Warlord, and Round Robin). All MOLís should also be willing to learn about other tourney styles, and act as an advocate and teacher to expand the types of tourneys run at local events in the East Kingdom.
  3. The Rules of the Lists of the SCA, Inc. state that "No person shall participate in Combat-Related ActivitiesÖunless and until he or she shall have been properly Authorized under Society and Kingdom procedures and shall have signed the appropriate waiver. In witness whereof, each participant shall have and be prepared to present a valid Authorization Card to the Sovereign or his or her representative." All MOLís are charged by the Kingdom Minister of Lists with the responsibility for making sure that no person, regardless of rank, participates in Combat-Related Activities (including, but not limited to, Armored Combat, Period Fencing, Marshaling, Scouting, and Banner-Bearing in combat) at any Tournament or other organized Combat-Related activity (i.e. Battle, etc) run, organized, or overseen by a rostered Minister of Lists, without presenting a valid Authorization Card. If a question should arise as to the Authorization status of a particular individual, this question should be referred to the Marshal-in-Charge for resolution.
  4. All MOLís should be willing and able to assist all marshals with the completion of authorization paperwork. To this end, all MOLís should read about and be able to answer questions about the authorization paperwork process, and be able to assist fighters, fencers, and marshals with the paperwork process. All MOLís should also be able to educate others about the authorization paperwork process as needed.
  5. Local MOLís should normally be able to attend all events sponsored by their local group where Armored Combat or Period Fencing takes place, and should take responsibility for making sure an Event Report describing the Armored Combat and/or Period Fencing activities at the event is forwarded to the EK MOL within 10 days of the event. Ultimately, the responsibility for this Event Report falls to the local MOL, even if s/he was not actually the MOL who ran the tournament(s).
  6. All MOLís should be able to assist the EK MOL in the duty of maintaining accurate records about the authorized fighters and fencers of the Kingdom. To that end, all MOLís will be required to participate in and help facilitate a census of all authorized fighters and fencers in the East Kingdom at least once per calendar year. In addition, it is strongly recommended that all local MOLís keep some sort of ongoing list of authorized fighters and fencers who reside in their local group. This list should include, at a minimum, the following information: legal and Society name of the fighter/fencer, home City, State or Province, and Zip or Postal code of the fighter/fencer, weapon form authorizations held by the fighter/fencer, and date the fighter/fencer authorization card(s) expire. Other information may be included at the discretion of the local MOL.
  7. All MOLís should normally be willing and able to respond to all messages, requests, and correspondence (whether by telephone, by US Mail, by email, or in other verbal or written form) within 10 days of the original contact. In cases where an MOL is not able to respond for an extended period of time, it is expected that s/he will appoint another person to respond for her/him, and to notify the Kingdom and/or Regional MOL (and the local Seneschal, in the case of local MOLís) of the identity of this person.
  8. All MOLís are expected to submit a report to the Kingdom MOL between April 1 and May 1 describing their activities in the office over the past year. Failure to submit this report may result in the MOL being removed from the Kingdom roster.

V. Procedures for Issuing East Kingdom Combat Authorization Cards (as of 2/1/98)

  1. The marshalate alone is responsible for determining who an authorization card will be issued to. No authorization card will be issued without marshalate approval, as outlined in the East Kingdom and Society Laws, the Policies of the Earl Marshal, and the SCA Period Fencing Rules for the Society and the East Kingdom.
  2. Once the marshalate has determined that an authorization card should be issued, the marshals and the fighter or fencer together must fill out the form "Application for East Kingdom Combat Authorization Card." Please note that if this form is not filled out completely, or is illegible, there may be errors or delays in the issuance of the authorization card.
  3. The bottom portion of the form is to be kept by the fighter or fencer as a temporary record of the authorization. This section of the form should be considered as valid proof of authorization for six (6) weeks from the date of the authorization.
  4. Return the completed top portion of the form to the East Kingdom Minister of Lists (whose current address will be listed on the inside front cover of the Pikestaff). Upon receipt of the completed form, the EK MOL will issue an authorization card to the applicant whose name and address is listed on the form. Again, it is important to note that if the information on the form is incomplete or illegible, there may be errors or delays in the issuance of the authorization card.
  5. A separate authorization card will be issued for Armored Combat Authorizations and for Period Fencing Authorizations. Therefore, people who hold authorization(s) is both Armored Combat and Period Fencing will be issued two Authorization cards. Separate "Application for East Kingdom Combat Authorization Card" forms are provided for Armored Combat and Period Fencing.
  6. Authorization cards are valid for four (4) years from the date of issue.
  7. If, after the authorization card is issued, the fighter or fencer authorizes in additional weapons forms, the authorizing marshals should record those additional weapons forms on the the existing authorization card. In addition, the marshal or Minister of Lists should send notification of this additional weapon form authorization to the East Kingdom Minister of Lists, so that it can be entered into the Kingdom database. This notification must include:
  8. Fighter/Fencerís Legal Name

    SCA name (if any)

    Zip or Postal code

    Date of additional weaponís form authorization

    SCA and Legal names of authorizing marshals

    the Fighter/Fencerís authorization card number (This will be found on all new authorization cards)

    This notification should take place within 30 days of the event where the additional weapons form authorization took place.

  9. If an authorization card is lost, the fighter or fencer may contact the EK MOL for a replacement. However, replacement cards issued from the EK MOL will only reflect the Armored Combat or Period Fencing weapon form authorizations that are listed on the Kingdom database. The fighter or fencer should consult the marshalate to replace any additional weapon form authorizations that were not reported to the Kingdom Minister of Lists.
  10. Fighters or Fencers who hold an East Kingdom Authorization Card which is about to expire need only one marshal to sign their authorization renewal. However, for an Application for East Kingdom Combat Authorization Card form to be processed with only one signature, the fighter or fencer must enclose proof of prior authorization with his/her application. This proof can be either their expired/soon-to-expire authorization card, or a photocopy of both the front and the back of said card. Applications which show an authorization date after July 1, 1998 must either show two marshal's signatures, or have proof of prior authorization attached. Otherwise, the application will be returned to the applicant.