MK Marshal's Handbook - Reports

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See Marshal's handbook

Reports

Reports are necessary because they give the Regional Deputy Marshals (and the Kingdom Earl Marshal) their chief indication of the affairs of the groups for which they are responsible. If reports are not submitted, the Regional Deputy Marshal has no idea whether the Marshal's job is being done properly. Late reports result in the abeyance of all martial activities for a group, or in extreme cases, complete abeyance of a group. Repeated non-reporting will result in the removal of the Marshal. Therefore, one of the first duties of the group or field Marshal is to find out the name and address of his/her superior officers (Kingdom Earl Marshal, Regional Deputy Marshal and Baronial Marshal, if any) and to know when reports are due. Marshals should keep file copies of all reports submitted. The standard report forms make this procedure easy if the basic instructions are followed in filling them out. It is not required to send these reports by registered post, except in special situations as indicated by the officer receiving your report. Currently it is required that all participants who are going to be in the Lists to have the appropriate participation or authorization card, membership card and present these to the List Table prior to entering the Lists.

A. Report Format and Required Information

1. General

a. Name of reporting Marshal, (both mundane and SCA)

b. Address and phone number of reporting Marshal

c. Name of SCA, Inc group and mundane location

d. Names, (modern and SCA), addresses, and phone numbers of all authorized and training to authorize combatants in the group.

2. Quarter report required information

a. Correctly filled Quarterly report form

b. All changes in the local list of authorized combatants that occur in the last quarter. This includes new additions and those who have moved or left the SCA, additional advanced authorizations, and any change in the Group Knight's Marshal. Any combatant who has not participated in an official SCA, Inc fighting event in the last calendar year, or who quits the Society should be reported as inactive. If a combatant moves away, the name of his/her new group, if any, should be reported.

c. Other descriptive information concerning training, problems, and injuries should be included on a separate sheet.

d. Incipient groups must report every quarter even if there are no changes. Full status groups need only to report the changes that have occurred since their last report.

3. Domesday report required information

Each Group Knight's Marshal is required to submit a copy of the Domesday report to the listed officers by the indicated deadline and to the local Seneschal no later than December 1st. The acceptable Domesday Report will cover the entire year's activity. It need not be long, just complete. Include the following information:

a. Correctly filled out Quarter/Domesday report form

b. Complete and updated roster of combatants, including correct contact information

c. Brief summary of group events

d. Brief summary of net increase/decrease in combatant population

e. Brief summary of issues and concerns

4. Tourney report required information

The Tournament report must be sent within a week of the event at which the tourney took place and shall be submitted using the standard forms for the appropriate information:

a. Tourney Report

b. Marshal's Sign Up Sheet

c. Combat Authorization Report

d. List of Participants

e. Incident Report (if needed)

5. Incident report required information

A separate incident report must be filed for each instance of an incident involving ry, unusual equipment failure or sanctions on combatants, Marshals or other participants. These must be verbally reported within 48 hours and a written report included with the tourney report. Preferably, injury reports should include copies of reports generated by the presiding Chirurgeon. However, if that report is not available, the Marshal-in-Charge is responsible for describing the nature of the injury and the circumstances under which the injury occurred. The report should be short and concise.

6. Authorization forms and reports

a. The forms and report should be completed by the Marshal-in-Charge of the event and the whole individual authorization form given to the combatant along with their waiver before the end of the tournament. It is the responsibility of the combatant to send the paperwork to the Minister of the Lists to get their authorization card.

b. Authorization reports should be completed on the separate Summary authorization form and shall include all information required on the form. All information must be legible. Authorization cards are issued when the Clerk of the Roster has received both an authorization form and a completed Combat Waiver from the combatant.

B. Report Schedules

The following is considered the default schedule for reporting. NOTE: The Kingdom Earl Marshal reserves the right to change the schedule to meet the requirements of the Society Marshal. All Marshals are required to check the Middle Kingdom newsletter, the Pale, for changes to rules and reporting schedules.

Quarter Report:

WHO	DEADLINE	TO	NOTES
GKMIT	Mar 1, Jun 1, Sep 1	RDM	Copy to CR for changes
Local GKM	Mar 1, Jun 1, Sep 1	BGKM/RDM	Copy to CR for changes
Baronial GKM	Mar 1, Jun 1, Sep 1	RDM	Copy to CR for changes
RDM	Mar 7 Jun 7, Sep 7	KEM

Domesday Report:

WHO	DEADLINE	TO	NOTES
GKMIT	Dec 1	RDM/SEN/CR	Copy to CR for changes
KMoF	Dec 1	BGKM/RDM
Local GKM	Dec 1	GKM/RDM/SEN/CR	Copy to CR for changes
Baronial GKM	Dec 1	PEM/RDM/SEN/CR	Copy to CR for changes
RDM	Dec 7	KEM	&nbsp
DEM	Dec 7	KEM

Tourney Report (includes authorizations summary):

WHO	DEADLINE	TO	NOTES
MIC	1 week	RDM/CR

Incident Report:

WHO	DEADLINE	TO	NOTES
MIC and Chirurg.	48 hours	RDM/KCH/KEM

Authorization Form:

WHO	DEADLINE	TO	NOTES
Combatant	45 days	CR

KEY

Abbrev.	Definition
KEM	Kingdom Earl Marshal
DEM	Deputy Earl Marshal
KCH	Kingdom Chirurgeon
SEN	Seneschal
RDM	Regional Deputy Marshal
MIC	Marshal-in-Charge
BGKM	Baronial Group Knight Marshal
KMF	Knight Marshal of the Field
GKM	Group Knight Marshal
MIT	Knight Marshal in Training
CR	Clerk of the Roster
GKMIT	Group Knight Marshal in Training