Court Reporting Procedures

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Please follow these guidelines carefully to ensure that all awards are published in the Awards List (and in The Page) in a timely fashion.

1. After Court -- make sure that you fill out the Court Herald Award List Form A, and have the Royalty sign it. PLEASE be as legible as possible when filling out the form.
2. If you are not a Senior Staff Herald at the event or the Herald-in-Charge, and there is one of these there, please hand the (completed and signed) form(s) to that Herald ^Note at the event. (See this page: Contact a Senior Herald if you are not sure who is a Senior Staff Herald). They will take care of the forms and get them processed (using the same steps as below).

   If a Senior Staff Herald or Herald-in-Charge is not available, OR
   you have been given the form(s) from Court to process:

Here you have two options (one or the other, not both, please!):

1. The Web Form -- The Preferred Method: When you get home from the event, go to the Court Report web page and fill out the form as shown. (You should keep the Award List Form for reference, in case something goes wrong ... if you don't have one, create a file folder and keep it there in a place you can find.)
   1. This will send the report to the Golem Herald, The Banner (for Kingdom) or Principality Herald as appropriate, the Royalty, the Kingdom Chronicler and the Kingdom Scribes, as well as to yourself.
   2. The Royalty will be asked to affirm the awards on the list by replying to the report.
   VERY IMPORTANT: If the Royalty use the "Reply" button, rather than "Reply to All", you (the herald) may be the only person to see a confirmation. Please look at the headers for the message, and see if there are others in the CC: or TO: fields of the email sent by the Royalty on a confirmation. If they are not there, please forward the confirmation to the Golem Herald, the Kingdom Chronicler, and the Kingdom Scribes.
   3. If there are corrections either the Royalty or you can make them in the replies (via email).
   4. The Golem Herald will attempt to make sure names are spelled correctly, and once the Royalty has affirmed the awards, will enter them into the Awards List Database.
   5. The Kingdom Chronicler can then publish the awards in The Page.

   PLEASE KEEP THE PAPER COPY of the form for your records, in case of a problem, or a need to verify something. Create a file folder for court reports or keep it in a safe place somewhere, or if you are uncomfortable with this, give the paper copy to the Banner Herald, Vesper Herald, Principality Herald ...

   If you do not hear from the Golem Herald within two weeks after sending your report, please follow up with him. It is possible the award list did not get to him for whatever reason.

OR

2. Postal Mail: When you get home from the event, get the Court Herald Award List Form(s) to a photocopier and make a copy for yourself (you should photocopy this form and keep a copy in case errors or questions occur later on), and then mail the form to the address at the bottom of the form.
   1. The Golem Herald will enter the information into the Awards List database after attempting to verify any possible spelling or name issues with the Herald and the Royalty. The Banner Herald or the Principality Herald will be included in this discussion.
   2. The Golem Herald will then send a copy of the information to the Kingdom Chronicler for publication in The Page and to the Kingdom Chancellor of Scribes so that the Scribes can keep their database updated.

   If you do not hear from the Golem Herald within two weeks after sending your report, please follow up with him. It is possible the award list did not get to him for whatever reason.

It should be noted that any awards that are not published in the Awards List/Order of Precedence (Award List) within nine months will need to be reaffirmed in Court by the appropriate royalty, and sent to the Golem Herald for publication. For information about Reaffirmations of awards, please see: Award Reaffirmation.

Possible problems:

• The Royalty do not check their email often (it happens) and do not affirm the Court Report.
• If mailed through US Postal mail, it got lost.
• Names are so hard to read that Golem cannot understand them and they get garbled in the database.

Note: What is meant by a Senior Staff Herald is: Vesper, Banner, Golem, A Principality Herald ... someone on the Senior Staff of the West Kingdom College of Heralds. If they are not available, normally at an event there should be a "Herald in Charge". This person is usually, although not always, the branch herald for the branch the event is at. When determining who to give the award list sheets to, select the highest ranking Herald if there is one of a higher rank than yourself.

To be more precise:

Court of the King and/or Queen of the West -- if the Banner Herald is available hand the report to them, otherwise if the Vesper Principal Herald is available, otherwise find another Senior Staff Herald if you can, or the Herald In Charge of the event.

Court of the Prince and/or Princess of a Principality -- if the Principality Herald is at the event hand the report to them -- otherwise use the same structure as above (Banner, then Vesper, then other Senior Staff Herald, or the Herald In Charge of the event ...)

Court of the Baron and/or Baroness of the Far West -- if the Far West Pursuivant is at the event, hand the report to them -- otherwise follow the same structure as above ... (Banner, then Vesper, then other ... although with the Far West, it is not as likely that a Senior Staff Herald will be at that court ...)

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