It is now possible for specific SCA officers to request printed mailing
labels for use in promoting sanctioned SCA events and for other official SCA
or Kingdom business. The policy on this page explains the rules for requesting
and using labels. For further information, contact the Kingdom Seneschal's
Database Deputy, THL Justinos Tekton called Justin (mka Scott Courtney), or
the Kingdom Seneschal, Mistress Rosamund Beauvisage (mka Laura Yungblut).
Contact information for both individuals can be found on the
Midrealm Seneschallorum page.
This document is also available in Adobe
Portable Document Format (PDF) for easy printing.
MIDDLE KINGDOM SENESCHALLORUM MAILING LABELS POLICY
Revised May 30, 2002
This policy defines terms under which mailing labels for Seneschals
and other officers serving in the Middle Kingdom can be made available to
individuals and groups other than the Kingdom Seneschal, for official use only.
The intent of this policy is to balance a legitimate need to empower communication
between groups, and a strong need to protect the privacy of officers
whose names and postal addresses are included in the Kingdom database.
This policy is issued by the Middle Kingdom Seneschal and has the weight
of an administrative directive. Any conflict with Kingdom Law, or the Corpora
or Bylaws of the SCA, or policies of the Board of Directors, shall be decided
in favor of the document of higher authority.
- Regardless of who is the requestor, labels may be ordered and used only for
SCA-sanctioned purposes. Under no circumstance may mailing labels be used
for promoting private revels or household activities, except where such
activities are officially sponsored by a full-status SCA branch as defined
- Mailing labels may never, under any circumstance, be used to promote or
advertise any commercial product, company, or service, nor any nonprofit
organization other than the Society for Creative Anachronism and its
- Mailing labels may be used for promoting SCA-sponsored events and public
demos so long as these activities meet the SCA event requirements specified
in the Corpora. This use of labels is available to SCA officers and branches
at any level. An event steward is deemed to be a temporary deputy to the
branch Seneschal for purposes of this Policy, and as such may directly
request labels for that event as provided in this Policy.
- Mailing labels may be used by a Regional or Kingdom officer, or by a
Society officer, for official mailings that are a bona fide function of that
- Within the constraints of the preceding points, the Kingdom Seneschal and
her/his direct reports, including Regional and Principality Seneschals as
well as special Deputy Kingdom Seneschals, may request labels directly from
the appropriate administrative deputy (currently the Database Deputy) with
no need for advance approval by the Kingdom Seneschal. These individuals
are responsible for ensuring the appropriate use of the labels as a function
of their office, and are upon their own honorable recognizance to do so.
- The reigning King, Queen, Prince, and Princess of the Midrealm, and any
Great Officer of State, may request labels under the provisions of section
- Local Seneschals may request labels under the provisions of section 5, provided
the labels are to be used specifically and exclusively for mailing event
flyers. An Autocrat or Event Steward may be the recipient of the labels,
with approval of the local Seneschal, but the Seneschal must make the
actual request for the labels and is responsible for their proper use.
- Any other officer or member of an event staff who wishes to request
labels must contact his or her Regional or Principality Seneschal. That
person will ascertain whether the proposed mailing falls within the bounds
of sections 3 or 4. If so, the Regional or Principality Seneschal may
directly contact the administrative deputy to request labels on behalf of
the officer, event steward, or individual member. The administrative deputy
will send or deliver the labels directly to the requesting person, with
notice to the Regional or Principality Seneschal that this has been done.
When a Regional or Principality Seneschal elects to request labels on
another person's behalf, the Seneschal so doing bears responsibility for
ensuring that the requesting party is aware of, and follows, this Policy.
- Mailing labels will not be created for any other type of request, nor any
request originating from another source, by the Database Deputy, unless
approved specifically by the Middle Kingdom Seneschal. Any request for
labels that does not meet the preceding criteria MUST be sent
either directly, or via a Regional or Principality Seneschal, to the
Kingdom Seneschal. The Kingdom Seneschal shall decide whether the proposed
use of the labels is appropriate and proper, and shall so inform the
requesting party, their Regional or Principality Seneschal, and the
- The Database Deputy, as a routine part of label processing, shall review all
incoming requests for compliance with this Policy. In case of any doubt,
he or she shall contact the Middle Kingdom Seneschal for confirmation.
The Database Deputy shall maintain a log of all label requests which
were processed, to whom the labels were delivered, and for what purpose.
- Labels may be requested for the entire Kingdom or for any Region or
Principality or any selected list of Regions or Principalities. The labels
may optionally include the Kingdom Seneschal's special deputies. Labels may
be limited only to groups of Incipient or Full Status (i.e., those published
in The Pale) or may include all known Proto-Incipient groups as well. The
requestor of the labels is encouraged to request only the minimum breadth
of scope, in order to reduce printing and mailing costs.
- Requestors may specify unusual selection or sorting criteria, or other
special technical features of a particular set of labels. Such requests are
granted or denied at the sole discretion of the Database Deputy, based on
technical feasability and on his or her available time to accommodate the
special request. The Database Deputy shall refuse any such request which he
or she deems to be in violation of this Policy. In such cases, the requestor
may appeal the refusal to the Kingdom Seneschal. Successful appeal obligates
the Database Deputy to create labels for the requestor, but not necessarily
to accommodate the special technical request if doing so is impractical
from a technical or time perspective.
- Labels shall be provided in hardcopy format only, except upon specific
authorization by the Kingdom Seneschal. Requestors are not permitted to make
electronic images or reproductions of the labels for any purpose. Regional
and Principality Seneschals using labels in the official performance of
their duties, are specifically exempted from this provision, but are
strongly encouraged to contact the Database Deputy before re-printing labels
from a previous set. This is to ensure that the labels do not contain
- Labels provided to officers or groups under this Policy shall be used only
for the purpose stated in the request. Any unused labels shall be promptly
destroyed or returned to the Database Deputy. They may not be redirected
to any other purpose without the express approval of the Kingdom Seneschal.
The Kingdom Seneschal may delegate this approval to the Database Deputy for
routine requests that are unambiguously within the scope of this Policy.
- This Policy relies on the honorable intentions of individuals and groups
as Lords and Ladies of these Current Middle Ages. As such, any officer or
individual making false statements in order to obtain labels for improper
use shall be subject to displinary action by the appropriate Great Officer
of State and/or the Crown.
- The Database Deputy shall be entitled to reimbursement from the requesting
branch for the cost of such mailing labels and postage required to deliver
them. The administrative deputy shall submit any applicable receipt(s) for
materials or postage to the Exchequer of the requesting branch, and shall
be reimbursed as would any other indvidual spending personal funds on that
branch's behalf. Reimbursement shall be for actual incurred costs, and no
processing fee shall be charged.
- The Database Deputy may waive the reimbursement on a case-by-case
basis, at his or her own option. If this occurs, the Database Deputy is
entitled to a receipt for donation from the requesting branch, for tax
purposes. Waiver of reimbursement for any request(s) creates no obligation
to waive reimbursement for other requests in the future.