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

Purpose

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.

Scope

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.

Policy Details

  1. 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 in Corpora.
  2. 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 own activities.
  3. 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.
  4. 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 officer's duties.
  5. 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.
  6. The reigning King, Queen, Prince, and Princess of the Midrealm, and any Great Officer of State, may request labels under the provisions of section 5.
  7. 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.
  8. 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.
  9. 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 Database Deputy.
  10. 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.
  11. 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.
  12. 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.
  13. 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 outdated information.
  14. 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.
  15. 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.
  16. 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.
  17. 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.
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