Policies & Procedures

Policies & Procedures of the Sylvan Signet of Æthelmearc

The Sylvan Signet is an autonomous office directly responsible to the Royalty. It works in conjunction with the Heralds and Arts & Sciences Offices to foster scribal and heraldic arts. The Sylvan Signet appoints deputies as necessary.  (A Drop-Dead Deputy and Back Log Deputy are highly recommended.  Additional possibilities include deputies for Education and a Scribal Newsletter.)

I.      RESPONSIBILITIES OF THE SYLVAN SIGNET

  1. The Sylvan Signet promotes the arts of calligraphy and illumination in Æthelmearc.

  1. The Sylvan Signet receives all requests for award scrolls from Æthelmearc Royalty and communicates directly with the Royalty regarding the status of those scroll assignments.

  1. The Sylvan Signet provides the College of Scribes of Æthelmearc with support, information, and aid in the production of scrolls. The College of Scribes of Æthelmearc consists of all those gentles who have produced at least one scroll for the Kingdom within the previous year.

  1. The Sylvan Signet brings to the attention of the Crown candidates who deserve recognition for their work in the scribal arts, including those who produce scrolls, those who teach scribal classes, and local Guild leaders.

  1. The Sylvan Signet maintains a list of scribes who are willing to produce scrolls and teach scribal classes.

  1. The Sylvan Signet arranges for the purchase of vellum for Æthelmearc County scrolls; the expense (up to $125 per reign) is paid by the Kingdom.

II.      SCROLL REQUESTS AND ASSIGNMENTS

A.     ALL scrolls for Æthelmearc awards are assigned through the Signet office.

B.     There is no such thing as making a scroll request "too early"!

C.    A minimum of one month’s notice is requested for the completion AOA and equivalent level scrolls, at least six to eight weeks lead time is preferable for GOA and high-level awards.

D.    Last-minute scroll assignments (two weeks' notice or less) will be made with the understanding that the scroll may not be completed in time for the event. If a last-minute scroll assignment cannot be finished in time, it will be placed on the backlog list, to be completed as soon as possible.

E.     Promissory and on-site scrolls should be avoided. Scrolls done on short notice rarely allow scribes the chance to produce quality work, and scribes who constantly work on short notice tend to burn out quickly.

F.     The Sylvan Signet assigns scrolls to specific scribes based on closeness to the recipient time constraints, and the scribe's willingness, skill level and reliability. Scroll assignments may also be distributed through local Guild leaders.

G.    Scribes who wish to do a scroll assignment for a specific individual may contact the Sylvan Signet with their request.  The Signet will consider these preferences in assigning scrolls but can not guarantee that every request will be honored

H.     Tournament/Prize scrolls, Baronial awards and awards given in other kingdoms are not handled through the Æthelmearc Signet Office.  Out kingdom award scrolls should be coordinated through that kingdom's Signet. 

I.         If a scribe can not complete an assignment or deliver a scroll on time, the Signet Office should be notified prior to the event, in order to have the scroll re-assigned or allow a promissory to be presented. The Signet Office must be informed before a scroll assignment can be released to another scribe, as there are sometimes special requests by the Royalty, the recipient, and other scribes to be considered in re-assigning the scroll. If you cannot complete an assignment, but have another artist interested in it, include that information when you contact the Signet Office.

           

III. BACKLOG ASSIGNMENTS

  1. Scribes with backlog scroll assignments should finish them as soon as possible, preferably before accepting new assignments.
  2. Any assignments that are not done within one year may be re-assigned to expedite completion.
  3. Backlog protocol
    1.  Before you begin, confirm the assignment with the Sylvan Signet (or Backlog Deputy identified in Æstel) to insure that the assignment is valid. (Invalid assignments include awards that are not verifiable through the OP or presiding herald’s court report, replacement scrolls for scrolls already signed by the Royalty, or scrolls already assigned to another scribe.) A scroll marked as a promissory when given in court is a valid backlog, but must still go through the Signet to insure that the permanent scroll has not yet been assigned.

Any scribe who knowingly creates an invalid kingdom award scroll risks losing the honor of receiving future kingdom assignments.

    1. Once you have a backlog assignment from Signet, contact the recipient and confirm that they still have not received a scroll.  You may consult with the recipient regarding their preferences, but are not obligated to produce a custom scroll on demand.
    2. Complete the scroll in compliance with Kingdom Standards (See Section V).  It would be a gesture of kindness to get the scroll signed by Royalty, but it is not mandatory. Most recipients would much rather have an unsigned scroll ASAP than wait several extra months for one with signatures. The exception is if the recipient lives out of kingdom. There is very little chance for someone who now lives in Trimaris to run into the Æthelmearc royalty who awarded them Arms 10 years ago.  If at all possible, please get such scrolls signed or contact the Sylvan Signet for assistance.
    3. Deliver the scroll or return it to the Sylvan Signet to be delivered.
    4. If you are delivering the scroll, contact the Sylvan Signet when the scroll is in the hands of the recipient.  It will not be removed from the backlog list until we have confirmation that it has been delivered.

IV. BECOMING A KINGDOM SCRIBE

 To be assigned Kingdom scrolls:

  1. Send a letter providing your modern name, address (postal and electronic, if available), and telephone number to the Sylvan Signet, along with the amount of lead time you would prefer, favorite styles, and any "special" scrolls you would like to do.
  2. Familiarize the Sylvan Signet with your abilities in one of the following ways

1.      Show or send the Sylvan Signet a sample of your work: for illumination, a border blank in an appropriately period style, suitable for use as an Award of Arms scroll; for calligraphy, any original sample in an appropriately period style is acceptable.

2.      Along with your letter (See Section IV.A), include the name(s) of any scribal Laurel , Fleur, Sycamore, or Guild leader who will vouch for your skill level and reliability.

3.      Belong to a local Scribes' Guild and be assigned a Kingdom scroll directly by the Leader of that Guild. (The Sylvan Signet would still like those who follow this path to send in the letter requested in Section IV.A, but it is not required.)

  1. Having accepted scroll assignments, you must do careful and authentic work, complete and deliver scrolls in a timely manner.

V. SCROLL STANDARDS

Acceptable Kingdom scrolls meet these guidelines:

  1. They include the necessary information and spaces for appropriate signatures.
  2. They are made of suitable materials.  See the Kingdom’s Scribal handbook for specifics.
  3. Proper credit is given for all work.  Please sign your work in pencil on the back, noting all scribes involved.  The more information you give, the more you educate others. Please include information like:

1.      “Calligraphy by (scribe) using (name of calligraphy hand)”

2.      “Wording by (scribe) based on (name of source)”

3.      “Illumination…

o       “by” = an original design

o        “inspired by” = if you combine elements from more than one period source and/or your own designs   

o       “based on” = the layout is hand drawn but based on an existing piece

o       “copied from” = traced from a period source. Tracing is an acceptable method of creating scrolls, both in period and modernly.

Plagiarism laws aside, the Society is based on the ideals of chivalry and honor, so please credit any work used.

D. They appear medieval.

E. They represent your best effort.