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Guidelines for Seneschals, Chroniclers and Web Ministers
Corporate policy: http://www.sca.org/officers/chronicler/ChronPolicy.pdf
Seneschal:
The office of local Web Minister is an optional position within a local group. They are automatically warranted when they accept the office. They do not need to fill out any Kingdom level reports (local reports are up to the group and are discouraged unless your group uses funds to pay for the site).
If the Seneschal has web access, they should periodically check the web site (every 6 months as a minimum (or just before you host an event)). This is so they know what information about their group is being presented to the world. If the Seneschal can't do this, some other volunteer should be found. The Seneschal is ultimately responsible for information presented to the public about the SCA and the local group. Its a good idea to talk to your Web Minister occasionally and know what projects they are working on or have planned. Working on the web is really pretty easy and many Web Ministers would like to present the group a mostly finished "look what I just did" page than try to describe what they want to do first.
Remember your website is available to the whole world. Include promotional info there. The Ivory Keep site had a great idea. They specifically address the willingness of their group to do demos for the local population and explicitly provide contact info. I think it would be great if all groups did the same.
Chronicler:
Local Web Ministers are a deputy of the local Chronicler and serve at the pleasure of the Baronage and/or Seneschal.
The Chronicler should know the following information about a groups web efforts.
- Modern and SCA name of the Web Minister
- Contact info: address, phone and/or e-mail (e-mail is highly encouraged)
- Address of the web page
- Contact information for the domain name (if the group uses one)
- Contact information and logon info for the web host (if possible)
- This is in case something needs to be changed on a group server and the Web Minister is unavailable. If the Chronicler cannot serve this function the responsibility falls to the Seneschal.
If the Chronicler has web access, they should periodically check the web site. The Chronicler should be aware of all the information presented to the public about the SCA and the local group. Its a good idea to talk to your Web Minister occasionally and know what projects they are working on or have planned.
Much of the information which will appear on a web site will be similar to what appears in a local newsletter (officer list, local meetings and times etc.) The Chronicler and Web Minister are encouraged to work out a way of sharing information - an electronic format will probably work best. Special and additional permission is required to use copyrighted material on the web. If items from your newsletter may/will also appear on the web make sure permission to publish in electronic form is received. It is suggested that the standard permission to publish include electronic publication.
Local groups may publish their local newsletter on the web only if they do not charge a subscription for the newsletter. If you do publish your newsletter online the above section about obtaining electronic permissions is very important.
Web Minister:
Like all other officers the first duty of of a Web Minister is to report their contact info the both your local Chronicler and the Kingdom Web Minister. All Web Ministers are encouraged to subscribe to the Calontir Web Ministers List, Calontir_Web_Ministers, a very low noise list.
Contact info on your local site should include the Web Minister's modern and SCA name, e-mail address and web site URL at a minimum, address and phone number are encouraged, but not required.
Rules and Guidelines
The first six rules are required by Society level policy decisions. 7-10 are strongly encouraged. The remaining are just good web practice.
- The following disclaimer is required on all local group, officer, event and chartered group
websites.
web minister's email address>. They will assist you in contacting the original creator of the piece. Please respect the legal rights of our contributors.This is the recognized website for the <group name> of the Society for Creative Anachronism, Inc. and is maintained by <Modern and SCA Name of web minister>. This site may contain electronic versions of the group's governing documents. Any discrepancies between the electronic version of any information on this site and the printed version that is available from the originating office will be decided in favor of the printed version.
Copyright © <Year> <group name>. The original contributors retain the copyright of certain portions of this site.
For information on using photographs, articles, or artwork from this website, please contact the web minister at <
- As a US not-for profit educational organization the SCA should abide by the ADA. Reasonable attempts should be made to make all web sites generally
accessible.
- Kingdom level (Calontir, Lilies and Officer) sites must maintain Level A compliance.
- Local groups and chartered guilds are highly encouraged to maintain Level A compliance.
- Accessibility Evaluator - http://www.cast.org/bobby/
- Use ALT="..." tags on all images.
- Get permission before using copyrighted material - this includes pictures and logos.
- Including a copyright is never a bad idea - use "& #69;" for the copyright symbol (but omit the space between the & and the #).
- Recognized Group Sites
- A group may only have one (1) recognized web site.
- A recognized site may not connect (link) to non-recognized sites.
- Contact groups cannot have a "recognized" web page.
- Non-recognized local groups should not be linked from any "recognized" site.
- Contact groups may and are encouraged to create and maintain personal pages that contain contact info, meetings time and places for a contact group.
- Contact groups can not call themselves Shire of where-ever, or use titles for their prospective officers ("Seneschal, Knights Marshal, etc.)
- Don't post anyone's address or phone number or e-mail address without written or e-mailed permission - save permissions until info is no longer displayed. Having a page like the Kingdom one is useful, an online form can be used as well. See http://www.calontir.sca.org/chronicler/webminister/permissions.html
- Please have a link to the Kingdom page http://calontir.sca.org
- We recommend against maintaining a Kingdom events calendar on your site.
- We already maintain one - why duplicate the effort?
- Link to it at http://calontir.sca.org/calendar.html instead.
- A calendar for local events is encouraged - if you will keep it current. This includes both Calontir events held in your group and local populace meetings, A&S things or fighter practices.
- Maintenance:
- If you have date sensitive information, keep it current.
- If routine maintenance and updating is difficult, limit the amount of date sensitive material.
- Large projects (group directory, role of arms, etc.) should probably be approved by the Baronage, Seneschal, and/or Chronicler.
- Local group pages are equally for local members and for the world at large, they may be the first way new people hear about the SCA or contact your group.
- Make basic info about the SCA obvious and upbeat.
- Answer questions that come to the Web Minister quickly and friendly and/or forward them to the Chatelaine/Castellan promptly.
- Some generally good web practices
- Have a last updated date on every page (there are ways to do this automatically).
- Check (or have a friend check) your page in at least the current versions of IE, Netscape and Firefox - more is better.
- Spell check you page!
- Don't assume that everyone has a fast connection, a current computer, the latest browser or every plug-in.
- Page checkers
- Use sound sparingly and almost never unless you ask first.
- Optimize all images. Do not use HEIGHT and WIDTH tag to resize images. Do use them to reserve space for the image.
- Domain name suggestions
- If you use a group identifying domain name name, make it specific (I.e. BaronyThreeRivers not BTR).
- Domain names must be registered to the SCA, local group, not an individual.
- The Seneschal or Treasurer should be the billing contact.
- The Web Minister or Chronicler should be the technical contact.
- Advertising
- No items for sale or services for money may be offered from any
recognized website.
- This applies to transfers of monies to the group or between third parties.
- Free items like kitten to good home or ride to events are allowed.
- Links to merchant sites or sites with adds are allowed.
- Do not make theses too prominent and do not show favoritism and avoid conflict of interest.
- This does not apply to:
- Sites that must display ISP mandated adds.
- E-mail lists of any kind which are neither recognized nor regulated by the SCA.
- However the web portion of a Yahoo e-list site may fall under these guidelines if it is used as a groups recognized website.
- No items for sale or services for money may be offered from any
recognized website.
- Some calontir.sca.org pages that you may want to link to:
- Home Page: calontir.sca.org
- Calendar: calontir.sca.org/seneschal/reeve/calendar.html
- Award Rec: calontir.sca.org/award/index.html
- I encourage online event flyers.
- Mail the links to me, please. I don't always know if a page exists.
- If it's an official Calontir event, you have space at calontir.sca.org.
- I am willing to provide some help creating/converting an event flyer.
- As a recognized site, don't link to pages which show the SCA in a bad way.
- Default group page links
- Default URLs exist on the Kingdom server for all local groups. These pages will use a silent, instant redirect to whatever is the actual site of the pages. Groups are encouraged to use these URLs in any printed materials, search engines or online directories. The URLs will be calontir.sca.org/group/<name>. The following rules will be used.
- All letters will be in lower case.
- All spaces will become dashes (-).
- Any apostrophes (') will be dropped.
- No group titles will be used.
- No extension will be used (these are actually directories with an index.html file in them).
- Example the URL for the Barony of Coeur d'Ennui will be calontir.sca.org/groups/coeur-dennui
- Kingdom Web Ministry
- The Calontir Web Ministry now consists of 4 permanent positions
- Web Minister - coordinator, major project initiator responsible for all tasks
- Deputy Web Minister - responsible for daily/weekly and monthly updates to the site, including calendar, officers etc.
- Artist - provides graphic and web design assistance for the rest of the team.
- Programmer - responsible for project specific programming and database tasks.
- The Calontir Web Ministry now consists of 4 permanent positions
- If you even suspect an item doesn't meet the requirements, ask first.
Kingdom Web Site
The address of the Calontir web site is www.calontir.sca.org.
Should it be needed, space on the Kingdom web site is available for on-line flyers for any official Calontir event (listed in the Mews calendar). Web ready flyers are preferred, but if any group or event steward lacks the skills or equipment to produce one, the Web Minister's office will provide the necessary assistance.
I am willing to help if you have any questions or difficulties.