Greetings from your Kingdom Authorization Clerk!
January 1st is quickly approaching!
I have scheduled 2 zoom meetings for those who prefer to use that as a method of learning the new online process for Authorization Forms! Those dates are Monday, December 20th @ 7 p.m. and Saturday, December 26th @ 3 p.m.
I will be in Endless Hills on December 28 attending their fight practice to do in person introduction if that method is preferable. If none of the above dates work please contact me.
The Kingdom Authorization Clerk has introduced a new online option for filing your Authorization paperwork. The paper form will not be going away, this is an enhancement of the current process. There will still be physical Authorization Cards sent to each fighter.
Here is the new process:
You will fill out either the paper authorization form OR go online to fill out the online form.*
You will either tear off the top portion of the paper form to show at the MOL table OR you will need to have your email confirmation available on your phone to show to the MOL.
You will either send in the bottom portion of the paper form to the Authorization Clerk (remembering to include a SASE) OR the Authorization Clerk will pull the online information.
The Authorization Clerk will then issue you an Authorization Card and send it to you via USPS.
At the MOL table you will need to have your authorization card, a picture of your authorization card on your phone, the top portion of the paper form, or the email confirmation you received when filling out the online form.
With electronic delivery of the confirmation, you *must* have the email pulled up on your phone to show at the table. The MOLs will not be able to provide you with a device to log into your email to produce that information. You may want to consider taking screen shots of the email so you have a backup in the event that there is minimal or no bandwidth available at the event site.
Greetings from THL Deirdre Scot of Clann Scot, Kingdom Authorization Clerk.
With practices and events in full swing once again, I will take this opportunity to remind everyone of a few things when filling out authorization forms.
Please write legibly. If we get a form we can not read, we are guessing on names, addresses, emails, etc. On more than one occasion forms have come back as undeliverable. Which means your waiting longer for your card, and we have duplicate work.
Fill out the form in its entirety. If we have to call, email or send back the form due to missing information it will only take longer for your card to arrive.
If you are authorizing or re-authorizing in different disciplines (EX: Rapier & Heavy) you must have a marshal who is authorized in that form sign your authorization. For Example: If you are authorizing for one handed weapon and combat archery for heavy, and the marshal you are with is only authorized in one handed weapon. That marshal CAN NOT authorize you for combat archery. You will need to seek out a marshal who can authorize you for Combat Archery and ask for that signature.
Marshals – Do not sign forms that are not filled out in its entirety. If you notice an individual who is authorizing or re-authorizing for a form you are not authorized in make sure inform them. If your marshallate has expired do not sign the form. We will send it back for a current marshal to sign. We do check the marshal roster.
Marshals In Training (MIT) – A marshal in training should not be signing a form. If they are doing an authorization under the supervision of a Marshal then the supervising marshal should be signing the form.
In addition, self addressed envelopes are always welcome and encouraged. If you’re able, a box of envelopes or stamps with your form or when you see one of us at an event, practice or meeting is also welcomed.
We are here to help. If you have any questions or concerns please reach out.
By doing the above, you help save time, expedite the process and most importantly keep your Authorization Clerks sane!
Greetings from THL Deirdre Scot of Clann Scot, Kingdom Authorizations Clerk:
I hope everyone is doing well and remaining healthy during this unprecedented time. Due to the Covid-19 Pandemic, any authorizations that expired after March 1st have been given a grace period til August 31. It is our hope that by that time we will receive guidelines on how to reopen practices and large gatherings. In the event that we are still unable to gather, the grace period will be extended once again. Once official practices start to reopen please make sure you sign the appropriate waiver forms until you are able to reauthorize in your desired forms.
If we can be of further assistance, please do not hesitate to contact myself or my deputy at email@example.com. Stay well, and until we can gather again, you are all in our hearts!
In Service We Remain,
THL Deirdre Scot & Meesteres Odriana vander Brugghe
If you have any questions please feel free to contact me.
Mistress Maria Christina de Cordoba
Æthelmearc Authorization Clerk
DUTIES OF THE AUTHORIZATION CLERK:
Create all Æthelmearc authorization cards.
Maintain the electronic and paper files of authorizations.
Ensure that the kingdom MOL has access to the electronic database as needed.
The authorizations clerk must report to the Earl Marshal at regular intervals (check Earl Marshal reporting schedule) with copies being forwarded to the Kingdom Marshal of Fence, Chancellor of the Youth and others if requested. This report should include the following: total number of current adult, minor with adult, and youth authorizations in the kingdom, number of authorized rattan, number of authorized rapier, number of authorized equestrian, number of authorized youth, any other information upon request.
AUTHORIZATIONS CLERK REQUIREMENTS:
To effectively execute the position, a candidate will need the following:
A computer, either PC or Mac. The machine should be fairly recent and of sufficient power to handle the processing of the database.
Appropriate software to manipulate the database as needed.
A color printer for laminated cards.
Approximately 5-10 hours per week to process paperwork and handle requests and questions.
Mistress Maria Christina de Cordoba, Kingdom Authorizations Clerk
As of Kingdom Twelfth Night, Æthelmearc has a new Authorizations Clerk: Mistress Maria Christina de Cordoba, who is returning to the office after having previously served as Kingdom Minister of the Lists and then taking a break of a few years. Mistress Tiercelin recently asked her some questions.
Please tell us a little about yourself.
I join the SCA over 25 years ago in a small group (Shire of Riversmeet) in Charleston, WV. I have held several office since then, but my passion is working with the fighting community.
What’s the most important thing people should know about their authorization card?
The authorization card allows you to participate in combat activities within the SCA.
How much lead time should people give to get one when they send in the paperwork?
The form states 60 days, my aim is 10 business from the day I receive the completed form. However, it may take longer during peak times of the year.
Would you like stamps?
Yes please, it is not required but would be greatly appreciated.
THLady Ursula of Rouen, Kingdom Authorizations Clerk
So, you’re going to Pennsic this year and want to fight or fence? Make sure your paperwork is in order before you leave by following these tips:
Your Primary Authorization must be complete and dated on or before July 24, 2016. A primary authorization is your first authorization in any martial discipline. Any authorization paperwork for a primary form dated after July 24, 2016 will not be mailed out until Wednesday of War Week to help keep Æthelmearc in compliance with Pennsic rules.
All authorization forms are turned into the Kingdom Authorizations Clerk by July 17, any forms in hand that day will be mailed out on Tuesday, July 19, 2016. Note: This cutoff is before the primary authorization cutoff. If you miss this cutoff you can keep your paper copy of your authorization form to use at Pennsic. We recommend sending a digital scan or copy of your paperwork to the Authorizations Clerk before leaving for War just in case.
The Authorizations Clerk’s address is THLady Ursula of Rouen, c/o Ms. Danielle M. Duvall, PO Box 661, Shepherdstown, WV 25443. A self-addressed, stamped envelope is never required, but always appreciated.
Please check your card now to see if it has expired or will expire prior to August 14, 2016, and please complete the paperwork for a renewal now. No need to wait until the card is close to expiration.
Keep a copy of your paperwork in a safe place; whether it is a brand new authorization, an additional form, or a renewal, plan to have that paperwork on your person for use at Pennsic in case your card does not make it to you before you leave for vacation.
It’s a good idea to make a copy of your authorization card/paperwork, and photo ID, put in a Ziploc baggie and tape to the back of your shield, or keep in your armor bag. You’ll need these along with your medallion to get inspected at Pennsic.
If you need to reach THLady Ursula regarding your Authorization Card, or if you have any questions her e-mail address is firstname.lastname@example.org. You may also call before 10pm at 540-287-1748. Please do not send Facebook messages as those get lost in the shuffle.
Welcome to our interview with the Kingdom Authorizations Clerk, THL Ursula of Rouen. This is the fourth in our series of interviews with Kingdom officers, to learn what they do.
Name/Title: The Honorable Lady Ursula of Rouen, Kingdom Authorizations Clerk
How long have you been in the SCA and what was your first event?
9.5 years. My first event was St. Swithin’s Bog Three Day in 2006.
What made you decide to stay?
I’m usually a shy person, but when I found the SCA, it was like everyone I met was an instant friend and I no longer had to be shy around them. Throw in the history, activities and excuse to play dress-up that the Society provides and I was sold! The people are definitely what keep me coming back, though.
What does the Auth Clerk do?
To put it simply, I print the authorization cards for all the fighters, fencers, and equestrians in the Kingdom. How that works is when a marshal runs an authorization, be that a new auth, additional form, or renewal, they have that fighter fill out a form called an Authorization Form and then sign it. It makes its way to me and I make sure it’s complete, add the information to the fighter database, make a card, send it to the fighter, and keep the processed form on hand for four years. I also work very closely with the Kingdom marshals on various issues and ideas they may have about new forms, processes, or in the rare event a card gets pulled. My office used to do much the same thing for Marshal Warrant Cards, but the Earl Marshal has since moved away from cards for marshals and uses a roster. I maintain all of the authorization forms, the fighter database, the physical records and signed waivers as well.
What is the hardest part of your job?
Paper cuts and deciphering handwriting. Many times when forms are being filled out it’s by someone in armor pressing on whatever surface they can find at the time with whatever writing implement they might have available, so they can be difficult to read which results in name mispellings or minor mistakes in addresses. Both are easily fixed if brought to my attention.
What do you like best about your job?
I love being able to support the armies in this unique way. I fenced when I first joined the SCA and really loved it until a knee injury made me give it up. This job allows me to feel like I’m part of the action a bit. It’s a lot of fun to interact with the fighters and marshals at events, and even over the phone and via e-mail. My absolute favorite part is printing a first card for a youth fighter and getting to welcome a new generation to the AE army.
Does the office have a budget from Kingdom?
The Authorizations Clerk office does have a small budget. It covers all the supplies needed for the office which is mostly paper, printing ink, laminating sleeves, envelopes, and stamps. It will also cover things like a new lamination machine should the one I’m using finally decide to go on strike.
If funds are needed, how can people help? The easiest and most fun way to support my office is by sending me stamps. The post office will issue “Forever Stamps” that will always work even if the price of standard postage goes up. I did the math when I first got into office and it cost about sixty-five cents to print and mail one authorization card, and a stamp cost forty-nine cents now making the stamps about 75% of my cost per card. Many people send self-addressed stamped envelopes with their completed forms, which is never required but always appreciated. If you would like to support my office and through it the Æthelmearc Armies, please consider dropping a book or roll of stamps in the mail to me. The design doesn’t matter, as long as they are “Forever Stamps”, this is where leftover holiday and wedding stamps come in really handy. A campaign was started by my predecessor a while back called #SendUrsulaStamps that resulted in over a thousand donated stamps, which has saved my office and with it the Kingdom coffers hundreds of dollars during my tenure. I haven’t had to buy a stamp in two and a half years, but I am putting quite a dent in them and do appreciate each and every stamp donation that comes in.
What do you like best about the SCA?
I love the people! I love that I can turn my phone (and stress) off when I get to an event and just have fun with my friends. There is always something to do, always someone to meet or get to know, and always fun to be had. Inspiration lurks behind every door in the SCA and especially our faire Kingdom, and I hope that never changes.
Anything else you’d like to tell us?
Yes! Although I intend to seek another term as Clerk, I have a call for letters out for my office that will be up in January of 2016. If you have any interest in doing what I do, please contact me and I’d be happy to talk to you about it. You can read the job description here. Letters are due to the Crown, the Kingdom Seneschal, the Earl Marshal, and myself by 12/31/2015.