Change Process

Drafting

1. Use the Draft namespace - eg Rapier_Draft:... to draft the new version of the page you want to make changes to.
2. Highlight changed text with highlighting - check the edit version of this page to see the proper code you need to use. span class="revision", and close the span after the end of the text you've edited with /span
3. Update the Draft Change Log page as you go, so you know what you have changed and why.
4. When you are happy with your changes, the Draft PDF link will gather all the pages labelled draft together as a pdf.

Approvals

These steps will meet the requirements of the procedures to change the rules

1. Email the downloaded draft pdf to be approved to the Earl Marshal to approve. Don't send a link to the live draft as the approvals need to be to a static document.
2. If there are changes required, make the amendements in the draft wiki pages in consultation with the Earl Marshal, then resend the pdf for official approval by the Earl Marshal.
3. When you receive the email approving the draft from the Earl Marshal, forward or attach this email and its attachments, and send to the Crown and Kingdom Seneschal for approval, ccing in the Earl Marshal.
   • The Crown may have opinions about particular rule changes, especially where Society has relaxed a rule that our Crown wishes to keep more restrictive.
   • The Kingdom Seneschal may be aware of issues that potentially problematic for the Board and Committee that should be addressed ahead of sending changes to them.
4. If there are changes required, make the amendements in the draft wiki pages in consultation with the Earl Marshal, then repeat all of the approval steps.
5. When you receive the email approving the draft from the Crown and Kingdom Seneschal, forward/attach these emails and their attachments, and send to the Board of SCA Australia Ltd (via secretary@sca.org.au) and Committee of SCA New Zealand Inc (via committee@sca.org.nz) for approval, ccing in the Earl Marshal.
   • The Board of SCALA will discuss the changes and present them to the organisation's insurer to ensure that we meet our obligations of full disclosure of our activities. The insurer may have concerns that mean changes need to be made to what is proposed, and so may the Board and Committee.
   • The Board and Committee have legal liability when it comes to our rule sets, so have final say in whether they are acceptable.
6. If there are changes required, make the amendements in the draft wiki pages in consultation with the Earl Marshal, then repeat all of the approval steps.

Publication

Once you have a complete set of approvals:

1. Establish when the rules will go live - when will they be announced in court? You will need to make the changes to the live version the night before (or other agreed time if the court announcement is that theu will be live on a particular date)
2. Copy each updated page (some sections may not need to be updated at all) from the draft page to the live version of the page (don't forget to take draft out of the category). Include the approval in the change summary field before you hit Save Changes.
3. Update the Notes page for that section to tell people about what changed when and why.
4. Add the change log of your changes to the live change log page (don't overwrite it)
5. Once you have included all the changes in the live pages, got to the Title page for your handbook, and update the version number. Versions with change approvals from the Board and Committee get a whole number increment. Minor changes to fix typos etc get a .X increment.
6. Download a copy for your records.
7. Email pegasus@lochac.sca.org to get the change announcement published in the kingdom newsletter.
8. Make anouncements on mailing lists:
   • announce@lochac.sca.org
   • The relevant kingdom-wide mailing list for the activity
9. Make announcements on social media
   • The Lochac Facebook group
   • The relevant kingdom-wide Facebook group for the activity