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Scribal Policy and Procedure Manual

I. Welcome

A. Role of Scribes at AncientWorlds

The ongoing goal of the Ancientworlds community is civil discourse: all kinds of Citizens having conversations and arguments about a variety of subjects and treating each other respectfully.

A scribe is like a host or hostess at a party – someone greets people at the door, make introductions, start conversations, avert fisticuffs, encourage Citizens to let their hair down and entertain each other.

II. Job Duties

A. Welcoming newcomers

Scribes welcome newcomers to their worlds and encouraging both world-wide and group activity, assisting citizens to locate answers to their available to questions and comments from city members.

While scribes should focus on daylings and novices from their respective regions, every newcomer to AncientWorlds should be welcomed.

1. Welcoming Committees

In smaller worlds, the scribe can do this almost exclusively; in larger cities, a “Welcoming Committee” may be necessary. It is expected that the Scribes work with any such Welcoming Committee to oversee its effectiveness. Whenever possible, scribes should insure there is a working Welcoming committee (either overseen by the scribe or by chosen volunteers) to welcome new citizens of their world and provide them with information and assistance.

B. Festivals and Sitewide events

In their roles as site admin, demigods and scribes are often called on to help coordinate sitewide activities, scribes' activities and are a resource for all citizens. They are often involved in the conception or creation of contests. As a result, demigods and scribes may enter contests but are ineligible for any prizes. This also extends to any and all alternate personas of the scribes or demis. Always bear in mind, that we can check alternates.

Whenever possible, its best to also post a disclaimer along the lines of:

I am participating in this event in support of the festival [or for the fun of it or whatever] but I am not eligible for consideration for a prize.

This will hopefully avoid the appearance of any sort of impropriety.

Participation in the major festivals of Ancientworlds (such as Goldfest) is an important part of the Scribal position, as is encouraging and developing citizens and world groups to develop their own ideas for festivals, parties, and other hands-on participatory activities.

C. Group and city wide activity

Scribes need to be familiar with their own world groups and topics. They can ‘feature’ groups, threads, articles or high-quality posts worthy of attention for good history or good fun. To achieve this, it is expected that scribes will be regularly online, at least several times per week.

The Scribe is a primary guide to focus world wide announcements and promotions and works with other scribes in site projects for the benefit of AncientWorlds as a whole. Scribes keep an eye on developments in their world to both offer ideas and support for positive activities and to be aware of potential problems before they develop. It is expected for scribes to be involved in site-wide or world-wide festivals and projects. Contests are a good way of creating interest.

D. Customer service

Scribes are guides for all members, new and old, in learning how to enjoy AncientWorlds. They are direction-givers, for anything from html problems to questions about homesite decoration, and can provide directions to where on site answers may be found. Scribes should be both the first contact and the easy access to all member questions from their own worlds. If any citizen has a question, they can direct him or her to where they can find help in their own worlds.

The scribe is the first contact to mediate problems between citizens. The scribe can objectively determine the gist of the problem and attempt to come to a positive solution in disputes between citizens or groups, advising the demi- and cybergods when problems need further resolution. Disciplinary problems, which are detrimental to the site as a whole, are referred to the demigods for further action, to the limit of the Code of Conduct.

For these reasons, scribes should have ‘grams on’ whenever possible to be available to questions and comments from members.

E. Encourage growth of leadership

Almost as important as your welcoming duties is the nurturing and encouragement of existing talent within your region. We strongly encourage each of you, during your term of office, to nurture future scribes by having them assist with regional projects, such as the development of neighborhoods.

It is hoped that each of you will be able to provide experienced nominations for the new scribal positions at the end of their term.

F. Familiar with city groups and topics

1. Feature groups
2. Feature topics
3. Feature articles

Feature groups, topics and articles and rotate them often. Groups, topics and articles should be chosen for their merit, their originality and should tie in with the theme of the site and of their respective world. Featuring is a great tool to encourage and nurture development within your respective world. As a result, Scribes should avoid featuring their own work.

G. Maintain integrity of main board

1. Edit to reflect interesting activity and spark growth and development

Scribes are responsible for the integrity of their worlds’s main board and, in collaboration with each other. They may edit the main world pages to reflect both interesting activity in their city and to spark future growth and development.

2. Keep boards tidy and updated

You should know your region well enough to suggest necessary trimming for keeping world boards tidy and updated.

3. If a post crosses the line of the Code of Conduct, the scribes should immediately bring it to the attention of the Demigods who will delete it if necessary and discipline the poster. If a member has chosen a name that is questionable, contact the demigods immediately.

H. Neighborhood Development

Scribes have general oversight over the development of the neighborhoods within their region, in conjunction with the demigods. It is suggested that Scribes encourage the widest possible use of volunteers in developing both the ‘hoods themselves and in finding citizens for position of influence in those hoods (the ‘hood heads).

Although Scribes should not micromanage their ‘hoods, they do need to keep a general eye on ‘hood development and work with volunteers to plan functions and other activities that will celebrate the inhabitants of the ‘hoods and the history commemorated therein. If any Scribe detects problems in any world ‘hood, it is suggested strongly they confer with the demis, particularly if any ‘hood development suggests personality problems and/or deviations from the broad goals of ‘hood development.

If there is a question in your mind at all that the information provided to you by your 'hood builders is not their own work, our suggestion to you is to not put it up. Its much better to err on the side of caution.

I. Mentoring

One of the most important aspect of leadership is the mentoring process. Each world can find a list of volunteers for their world among the Volunteers of AncientWorlds database. Mentoring helps encourage more citizen participation in their respective worlds and sitewide.

III. Terms

A. Initial Terms

The initial term for scribes is 1 year with the possibility for renewal for a second term. Terms expire on October 31, with new terms to begin November 1 or after the”Gold Launch’ anniversary, or as close as possible to those dates. Nominees for potential new scribes may be sent to the demigods.

The maximum number of terms a scribe should ever serve is 3 though we do reserve the right to extend a scribal term in the event of those rare times when a world is so small and the available talent pool is too small to maintain the optimum number of 3 scribes per world.

B. Renewals

A two year term is maximum in most cases. Only in very rare occasions may a scribe be asked to stay on for a third extended one year term.

IV. Absences from the site

A. Notice

There must be a balance between your volunteer position and the rest of your life. We do not want your experience of AncientWorlds to start looking like work, and genuinely hope that, with the many challenges we place on your capable shoulders, that there will still be more fun than work.

However, in the event that any of you are going to be absent for more than 72 hours, please notify one or more of the demis know by email preferably. If at all possible, please notify your colleagues in your respective world.

Please provide an estimated time frame for return if at all possible.

B. Removal from office for unapproved absences

It is of course quite natural that many things happen in all our real lives and there will be times that we all must leave our online activities for periods of time.

The following are grounds for removal from office:

1. Notice not given timely (if gone for more than 72 hours)
2. Failure to return or failure to notify demis of need for extension
3. Failure to respond to emails if a scribe goes AWOL for 2 weeks or more with no notice.
4. If to be gone more than 3 months, a replacement scribe will be appointed.

V. Disciplinary Actions

A. AncientWorlds Code of Conduct

Scribes are guides for all members and are often the first ‘official’ contact that most members have with the site. They are often the first responders when a possible violation of the Code of Conduct occurs though final interpretation of the Code rests entirely with the demigods.

As such, Scribes much be very familiar with all aspects of the Code and will be held to a higher standard. Violations of the Code of Conduct will result in the immediate demotion of a Scribe pending an investigation.

Serious violations of the Code, such as the release of personal information or attacks on others, continued copyright violations, or discrimination will result in the immediate demotion of the Scribe as well as potential suspension.

B. Copyrights

Over the years, we've discouraged cut and paste because of the growing problems with copyright issues. 'Hood descriptions especially should steer clear of any cut and paste. When you post an article or write a post, your persona name is listed as the author. This isn't the case with 'hood descriptions so it gives the appearance that Ancientworlds has committed the violation. The owners of such intellectual properties have gotten really good at finding violations on their own through the use of bots, spiders, etc. and are becoming more and more aggressive in pursuing what they feel are violations of their rights.

If you do reproduce materials from a site that allows it, please take every care in the world that you've complied with their conditions fully. It may happen, if someone brings it to our attention, that we'll ask you for proof of your compliance. Ancientworlds cannot just assume you've complied with their conditions or assume the responsibility if you've not. So, save the emails and permissions. If they can't be produced, the material, article, etc. will have to be deleted.

Scribes, like demis, are held to a higher standard by the general populace of the site and it reflects very badly if it appears we allow site admin to violate both the Scribal Code and the Code of Conduct. As a result, copyright violations by scribes, especially continued violations, will be taken extremely seriously.

Outside of the legal jeopardy that you place AncientWorlds in by using copyrighted materials, there is also a very real and human issue, that of Scribes' roles in nurturing discussion and participation in our worlds. Copying and pasting large blocks of text, as one of your fellow Scribes so well pointed out, is a "discussion killer" partly because it requires no feedback from the citizenry. Genuine, honest communications requires the free flow of ideas from a wide variety of individuals. Without their active participation, the community will fail.

VI. Scribal Code of Conduct

The most important quality of a Scribe, besides working productively with his or her world members and volunteers, is to cooperate and work productively with fellow world scribes. Personality conflicts between scribes will be taken to the demigods for mediation. A scribe who quarrels with or otherwise works against the interests of fellow scribes, in public or in private, will be cautioned. A scribe who refuses to work cooperatively with fellow scribes, after warnings, will be immediately demoted.

Scribes work with each other and do not attack or bring other scribes into disrepute, particularly by disparaging comments to other citizens, scribes, or demigods.

Scribes who ‘disappear’ from their cities are expected to notify the demigods by e-mail of real-life problems that make it difficult to maintain attendance and give a time frame in which they can again be active. Scribes who are repeatedly absent and do not advise of an extended absence may be removed from their position after written notice from the demigods.

Scribes respect other scribes’ “world expertise” and do not take action in another city, even with other personae, without advising those scribes of the planned action and getting their feedback. This includes creating groups or other substantive actions in a city for which the scribe is not empowered. Scribes do not attempt to undermine efforts of other scribes in a given city, even if they do think action is needed. In such cases, these disputes should be submitted to the demigods for action.

No matter what the provocation, scribes should not respond in a cutting or personal attack to any post, no matter how idiotic. If a post, however, crosses the line of the Code of Conduct, the scribes should immediately bring it to the attention of the Demigods who will delete it if necessary and discipline the poster. A critical part of the Scribal job is to be seen to be above personal quarrels or in fighting with other members.

Although scribes may disagree privately with decisions made by the site Administration, it is expected that they will not publicly display anger or negative comments about the site as a whole or its administrators. Negative posts dismay members of the community and serve no useful purpose. Scribes with serious concerns are encouraged to discuss them with the Demigods so that mediation can be attempted. Negative public comments over time will result in a verbal or written warning.

Scribes are honored for their commitment to the site by their honesty and sincerity. Scribes who forfeit this trust will not be permitted to continue in their position, as will scribes who violate the Code of Conduct or misuse their authority for personal likes or dislikes against others of the site.

If there is a problem between scribes, it should be addressed to the demigods who will try to act as arbiters. Public feuds between scribes will result in dismissal.

Scribal Policy and Procedure Manual