Shire Chronicler Policy

Back to Chronicler's Page.

1. Introduction
2. Duties of the Chronicler
3. Content of Storm Tidings
4. Current Format of Storm Tidings
5. Mailing Requirements

 

1. Introduction

This is a collection of guidelines which sets out to describe the running of Storm Tidings, the Shire newsletter, as I have been producing it over the last three years. It’s an overview of the process plus the general policy on what has been included, what needs to be included, etc.

Jehanne de Huguenin, AS XXXV

 

2. Duties of the Chronicler

  1. To arrange to be warranted by the Kingdom Chronicler before taking office.
  2. To familiarise him/herself with the Kingdom Chronicler Policy on the Drachenwald webpage, www.drachenwald.sca.org/Law/chronicler_policies.htm.
  3. To appoint such deputies as are necessary for the running of the newsletter.
  4. To produce one edition of Storm Tidings per month, including the collection of submissions, the layout and printing of the newsletter, and the photocopying and postage; and to ensure that Storm Tidings is at all times an accurate reflection of the doings of the Shire, and includes the minimum of errors.
  5. To remind the populace and officers of newsletter submission deadlines, and to actively request letters, articles, artwork and other material for the newsletter.
  6. To liaise with the Seneschal for the final allocation of official Shire events.
  7. To minute the meetings of the Shire, both physical business meetings and the online forum, and to reflect full Shire minutes in each Storm Tidings.
  8. To keep good records of all subscriptions to Storm Tidings, including change of address, expiry and renewal of subscriptions, and sponsorship of official overseas subscriptions.
  9. To keep good records of all financial transactions relating to the newsletter, including subscription monies and costs of printing, postage and sundries; to monitor changes in costs; and to ensure that subscription costs are moderated to cover any increase in postage or printing.
  10. To keep the Shire Regnum up to date, including officer and guild changes and changes in contact details.
  11. To keep in contact with the Kingdom Chronicler and ensure that Storm Tidings conforms to any requirements laid down by the Board of Directors or the Kingdom.
  12. To keep in contact with the Shire, via the mailing list as well as notices in Storm Tidings, regarding any changes in subscriptions, costs, content of Storm Tidings, etc.
  13. To liaise with the Chatelaine of the Shire and his/her deputies, to make extra copies of Storm Tidings available to the Chatelaine at events, and to ensure that newcomers to the Shire receive a month’s free subscription to the newsletter.
  14. To liaise with the Webminister of the Shire, to arrange for Storm Tidings articles to be archived online, as part of the Storm Tidings webpage.
  15. To liaise with any other SCA group or Chronicler who would like to reprint a Storm Tidings article, providing contact with article authors and arranging permission to reprint and correct attributions.

 

3. Content of Storm Tidings

  1. Storm Tidings is the official notification of events to Shire members, and any events in the shire must be reflected in the newsletter. While the mailing list may be used for updates etc, the mailing list may at no time replace Storm Tidings as a means of communicating with the Shire.

Each edition of Storm Tidings MUST include the following:

  1. The name of the newsletter and the group’s name, plus date of publication (month and year, both AS and Gregorian).
  2. The official SCA disclaimer, copyright information and subscription information. This is currently placed on the back page of the newsletter. The wording is available in the Kingdom Chronicler Policy document.
  3. The calendar for the month, including full event descriptions as well as guild meetings, practices, etc. This MUST include the date, time and venue of business meetings in the month, and the subscription details for the mailing list.
  4. The minutes of the Shire business meeting, either a summary of discussion on the Officers’ list over the last month, or minutes of any actual business meeting held at official events when the Officers are gathered together.
  5. A letter from the Chronicler, describing the activities of the previous month; the Chronicler’s letter should also include matters relating to the administration of the newsletter, including changes in subscription parameters, etc.
  6. Letters from the various Officers of the Shire, communicating matters of interest to the Shire members. While not all officers are obliged to send letters in every month, it is desirable to have a good selection each month.
  7. The Shire Regnum, including mundane and SCA names of officers and local deputies, telephone numbers and email addresses, and also including contact details for the Guild leaders of the shire.

Each edition of Storm Tidings may also include the following, and such inclusions are strongly encouraged:

  1. Articles from the populace on any topic of interest in the areas of SCA culture, medieval history, arts and sciences, poetry and stories on medieval themes, etc. These should not generally exceed 2 pages in length with illustrations; longer articles should be carried over several editions.
  2. Artwork on any medieval theme, including reproductions of actual medieval works, original pieces from the populace, calligraphy and illumination, etc.
  3. Letters from the populace raising issues of interest, describing relevant SCA experiences, etc.

 

4. Current Format of Storm Tidings

  1. Storm Tidings consists of 8 A4 pages of articles plus 2 A4 pages comprising the regnum and calendar.
  2. These 10 pages are photocopied as 2 double-sided A3 pages folded in half, and one double-sided A4 page with the regnum and calendar.
  3. Storm Tidings should be mailed before the 28th of the month, and the deadline for submissions is the 23rd of the month – i.e. the February Storm Tidings must be mailed before 28st January, and submissions must be received before the 23rd January.
  4. The newsletter is folded in 3 and mailed in a long (23.5cm x 12 cm) envelope, which is mailed locally at the cost of one standard postage stamp. Overseas subscriptions are sent by airmail.
  5. The current guideline is that event announcements should not be longer than half an A4 page, with the exception of major Shire events. Such events (Twelfth Night, Shire Birthday, etc) should be advertised several months in advance, and the event advertisement repeated each month.

 

5. Mailing Requirements

The local group is REQUIRED to send complimentary copies of the newsletter to the following people:

  1. The King and Queen of Drachenwald
  2. The Prince and Princess of Drachenwald
  3. The Kingdom Seneschal
  4. The Kingdom Chronicler
  5. The Society Archivist

Storm Tidings policy has generally been to send two copies of the newsletter when either Crown or the Heirs comprise a couple with separate addresses.

It is the responsibility of the Shire Chronicler to calculate the costs of complimentary copies, arrange sponsorship for them from among the populace, and to increase margins on subscription costs to cover complimentary copies if sponsors cannot be found.

It is the responsibility of the Shire Chronicler to monitor mailing costs and adjust subscriptions accordingly.

 

These pages are occasionally maintained by Guntram von Wolkenstein.
Last modified 5/5/2004.