Document Library

Information on these pages will always be superseded by paper copy available from the SCA Corporate office. Those versions of documents are authoritative for all purposes.

Corporate Documents

• Governing Documents (Corpora and Bylaws)
  revised August 2018. Contains Corpora, the By-Laws, Corporate Policies, and the Articles of Incorporation.
• SCA, Inc. Organization Chart 
  2019 Organization chart of Corporate and Society Officers and deputies
• A Guide to the SCA for Site Owners and Managers
  an introductory brochure about the SCA
• SCA 2010 Census

Insurance

• Insurance Webpage
  
• Insurance Certificate Ordering Instructions
• Information about Insurance (see “Insurance Matters” – Section XIX of the Seneschal’s Handbook)
• About Equestrian Insurance

Marketplace/Membership Forms

• Marketplace / Store
  • Marketplace Paper Order Form
• Membership Forms
  • US and APO addresses 
  • Australia addresses
  • New Zealand addresses
  • Other international addresses 

Waiver Forms

• Waiver Forms
  • Adult Waiver Consent to Participate and Release Liability
  • Roster-style Waiver for Adults for use at event check-in and practices
  • Adult Equestrian Waivers all the US state-specific equestrian waivers, and a standard waiver for the other states
  • Equestrian Waiver Policy Clarification

Minor Waivers/Medical Forms

• Minor Waiver Forms
  (please first check with the autocrat about whether minors may attend the event without their parents, and which forms you will need.)
  • Minor Waiver 
  • Minor Waiver & Consent to Travel/Medical Authorization Form  (for events in Florida; must be notarized)
  • Family Minor Waiver  (for families with more than one child)
  • Minor’s Combat Waiver  (for kingdoms where 16-17 year olds may participate in armored combat)
    
• Medical Authorization Forms for Minors
  • Minor’s Consent to Travel/Medical Authorization Form  (for events in Florida; must be notarized)
  • Minor’s Medical Authorization (with space for notarization; recommended for use in USA)
  • Minor’s Medical Authorization 

Board of Directors

• Board of Directors webpage
  
• Summary of the Duties of the Board
• Directors’ Biographies
• Information on Attending a Board Meeting 
• Minutes from Meetings
• President’s Reports from Board meetings
• Nominees for the Board
• Officers’ Report Form for Board meetings – Template and instructions for submitting a report (Word doc)

Society Officers’ Documents

• Society and Corporate Officers’ Handbook
• Record Retention Policy
• Warrant of Appointment to Executive Office (President, VP, Seneschal) 
• Warrant of Appointment to Financial Office: PDF | Word Document
• Warrant of Appointment to Office (other offices) 

President of the SCA

• President’s Webpage
  
• Reports from Board Meetings
  • October 2019
  • July 2019
  • April 2019
  • January 2019
  • October 2018
  • April 2018
  • July 2018
• Other Reports
  • 2018 Report on the SCA Archives

Arts and Sciences

• Society Minister of Arts & Sciences Webpage
• Individual kingdom Arts & Sciences webpages
  
• Quarterly Report Form for Kingdom A&S Officers & Society Deputies
• Known World A & S Collegia/Symposia:
  • Event Proposal Form
  • Preliminary Quarterly Event Report Form
  • Post Event Report Form
• Historic Combat
  • Guide to Historic Combat in the SCA
  • Approved Rules for HC Techniques within the SCA
• A&S Resources for Research – for particular time periods and countries
• Stephan’s Florilegium (external website) – info from postings to SCA newsgroups and mailing lists, plus articles submitted by their authors
• Lineage of Past Society Ministers of Arts & Sciences

Chatelaine (Newcomers’ Officer)

• For Newcomers: Guides and Advice
  
  
• Society Chatelaine’s website
• Also see the Recruiting page and Public Relations page
• Resources for Kingdom Chatelaines
• SCA Demo Policy
• Kingdom Chatelaine’s Quarterly Report online form
  

Office of Diversity, Equity, & Inclusion

• DEI Officer Webpage
  
• DEI Officer Handbook
• DEI Mission & Vision
• DEI Terms and Concepts
• DEI Resources and Links
• Classes:
  • Equity and Inclusion 101 – introduction to the concepts of equity, diversity, and inclusion as they relate to the SCA. Includes a practice session for challenging bias. 
  • Equity and Inclusion 102 – review of SCA policy as it relates to equity, inclusion, hate speech, bullying, and harassment. 
  • Teachers/classes available to be taught on Equity, Inclusion, and related topics. If you teach a class that should be on this list, please contact the DEI Officer
  • References used for developing the classes by the DEI Office are listed in this document.

Publications

    Release Forms

• FAQs:
  • About Release Forms for Chroniclers and TI Contributors
  • About Release Forms for Webministers
• Forms:
  • Creative Work Copyright Assignment / Grant of Use Form
  • Creative Work Copyright Assignment / Grant of Use Form (PDF with fillable blanks) 
  • Model Release Form
  • Model Release Form (PDF with fillable blanks) 
  • Photographer Release Form
  • Photographer Release Form (PDF with fillable blanks)

    Known World Handbook

Errata Sheet for Known World Handbook 4th Edition, October 2010 (upload and link)

    Society Chronicler

• Chronicler’s Webpage
• Chronicler’s Policies
• Release forms
• William Blackfox Awards

    Tournaments Illuminated

• Tournaments Illuminated Webpage
  
• Index of Issues / Articles
• Advertising Information
• Advertising Contract / Ad Rate Card
• Editorial Policy / Submission Guidelines / TI Style Guide
• Release Forms and FAQs

    Compleat Anachronist

• Compleat Anachronist Webpage
  
• Index of Back Issues
• Issue #146 Errata Sheet (The History of Slings in Europe)
• Issue #149 Errata Sheet (A Cookbook for the Modern Humours)
  
• CA Writers’ Guidelines
• CA Release Forms:
  • CA Creative Work Copyright Assignment / Grant of Use Form
  • CA Creative Work Copyright Assignment / Grant of Use Form (PDF with fillable blanks) 
  • CA Model Release Form
  • CA Model Release Form (PDF with fillable blanks) 
  • CA Photographer Release Form
  • CA Photographer Release Form (PDF with fillable blanks)

Webminister

• Webminister Contact Info
• Webminister Handbook
• Release forms
• William Blackfox Web Awards

Marshal & Combat

Reporting

• Earl Marshal Online Report Form
for Earls Marshal of kingdoms
Due: March 15 (1st quarter); June 15 (2nd quarter);
September 15 (3rd quarter); December 15 (4th quarter)

• Rapier Marshal Online Report Form
for Kingdom Marshals and Society Deputies
Due: March 1 (1st quarter); June 1 (2nd quarter);
September 1 (3rd quarter); December 1 (4th quarter)

    Armored Combat

• Armored Combat Webpage
  
• Marshals’ Handbook (updated October 2018)
• Also see: Officer Warrant Forms, Participants’ Waivers, Minor Forms

    Rapier Combat

• Rapier Combat Webpage
  
• Rapier Combat Handbook revised March 2018 
• Rapier Combat Handbook Appendix 6 Exceptions to Allowed Blades
• Rule Rapier Experiment Proposal Form – Word Doc | PDF – to be submitted to the Society Rapier Marshal by Kingdom Rapier Marshals
• Also see: Officer Warrant Forms, Participants’ Waivers, Minor Forms

    Equestrian Activities

• Equestrian Activities Webpage
  
• Equestrian Marshal’s Handbook
• Adult Equestrian Waivers and Signage
• Equestrian Waiver Signing – Policy Clarification
• Ruling – Membership Required for Marshals
• Announcement: Driving Horses in the SCA
• Rossfechten (Mounted Combat with Additional Simulators)
• Wooden Lance Jousting Authorization Requirements
• Wooden Lance Jousting Participants and Marshals (by kingdom)
• Also see: Officer Warrant Forms, Participants’ Waivers, Minor Forms

    Target Archery & Thrown Weapons

• Target Archery and Thrown Weapons Webpage
  
• SCA Target Archery Rules updated July 2019
• SCA Thrown Weapon Rules updated Oct 2016 
• SCA Scores website – kingdoms’ scores for Royal Round shoots, InterKingdom Archery Competition (IKAC), Thrown Weapons Inter-kingdom Challenge (TWIC)
• Also see: Officer Warrant Forms, Participants’ Waivers, Minor Forms

    Combat Archery

• Combat Archery Webpage
  
• see Marshals’ Handbook (updated October 2018) for Participants in Combat & Combat Archery; and for Marshals 
• 1-piece Baldar blunts banned
• Also see: Officer Warrant Forms, Participants’ Waivers, Minor Forms

    Siege Weapons

• Siege Webpage
  
• Siege Engine Handbook
• Also see: Officer Warrant Forms, Participants’ Waivers, Minor Forms

    Youth Armored Combat / Youth Rapier Combat

• Youth Combat Webpage
  
• Society Youth Martial Handbook (Armored Combat & Rapier Combat)
• Waivers – see the Minors’ Waiver Forms section
• Required Youth Combat Armor (Divisions 2 & 3)
• Youth Combat Hockey Helmet Buying Guide
• Building a Rattan Weapon for SCA Youth Combat
• Division 1 Pool Noodle Weapons
• Basic Sword Construction for Divisions I – III
  This article includes helpful links to suppliers for the materials to make youth combat swords using this design.
• Creating Weapons for SCA Youth Combat
  Note: this is a great article, but make sure to substitute PEX, Siloflex, or rattan for the PVC
• Making a plastic shield
• Instructions for Building “Jack Armor”
• Making a Gorget (neck protection)
• Making a Gambeson (padded tunic to wear under armor)

Financial

    Treasurer

• Society Treasurer’s Webpage
  
• Announcements
  • Regarding the use of SCA funds to purchase gifts
  • About Waterbearing Activities and SCA Funds
    
• Society Financial Policies
  • SCA Financial Policy 
  • SCAA (Australia) Financial Policy
  • IRS Letter confirming the SCA’s 501(c)(3) status for SCA, Inc.
    
• International Operating Agreements:
  • SCA – SCAA Operating Agreement
  • SCA – SKA (Finland) Operating Agreement
  • SCA – SKA Nordmark (Sweden) Operating Agreement
  • SCA – SCANZ (New Zealand) Operating Agreement
    
• Corporate Budgets: 2018 | 2017 | 2016 | 2015 | 2014 | 2013 | 2012 | 2011 | 2010 | 2009 | 2008 | 2007 | 2006 | 2005 | 2004 | 2003 | 2002 | 2001 | 2000
  
• Membership Numbers: 2017 | 2016 | 2015 | 2014 | 2013 |2012 |2011 | 2010 | 2009 | 2008 | 2007 | 2006 | 2005 | 2004 | 2003 | 2002 |1999-2001 |1996-1998 | 1992-1995
  
• IRS 990 Financial Statements: 2017 | 2016 | 2015 | 2014 | 2013 | 2012 | 2011 | 2010 | 2009 | 2008 | 2007 | 2006 | 2005 | 2004 | 2003 | 2002 | 2001 | 2000 | 1999
  
• SCA Subsidiaries:
  • IRS Subsidiary Determination Letter
  • Standard Operating Procedure for the Formation of and Transition to Subsidiary Corporations
  • Powerpoint Presentation – Subsidiary Transitions
  • Announcement: Creation of SCA Illinois Inc. / FAQ about SCA Subsidiaries

    Exchequer

• Society Chancellor of the Exchequer’s Webpage
• Exchequer’s Handbook (for kingdom and local group exchequers)
• List of Kingdoms’ Financial Policies
• Use of PayPal for SCA Events
  • SCA PayPal Policy (October 2015)
  • PayPal Procedures
  • PayPal Requirements
  • PayPal Financial Report Forms: 
    PDF | Spreadsheet (Locked) | Excel spreadsheet (Unlocked)
• Non-Member Registration
  • Non-Member Registration FAQ
  • How Non-Member Registration is to be collected
  • Non-Member Registration submission form
• Forms and Reports
  • Review of Books Report
    Forms referred to in the Exchequer’s Handbook:
  • F-2 Annual Budget Worksheet
  • F-4 Bank Reconciliation Form
  • F-8 Budget Template
  • F-9 Cash Chain of Custody Form
  • F-11 Fundraiser Budget Form
  • F-12 Gate Income Reconciliation Sheet
  • F-16 NMR Submission Form
  • F-17 Pre-Event Budget Form
  • F-18 Post Event Financial Report Form
  • F-19 Post Event Report Form – Fundraiser
  • F-21 Request for Financial Warrant Form
  • F-24 Financial Warrant Form: Word Document
• Instructions to change or open bank accounts:
  If you do not have e-mail access, please contact the Society Exchequer for instructions. Failure to follow these instructions can delay the processing of your bank account request
  1. Download a Bank Account Request Form
     • All kingdom and local groups must list the kingdom or a regional exchequer as a signatory on bank accounts.
     • All fields must be completed
     • All signers must be current members and have no less than 60 days left on their memberships.
     • If using a fax number, make sure the fax number is valid and working.
     • You must use your legal name.
  2. Send all requests for bank accounts to your Kingdom Exchequer
  3. Kingdom Exchequers will verify all information and forward your request to the Society Exchequer for processing.
  4. The Society Exchequer will verify the completeness and accuracy of your information and forward it to the SCA Corporate Office.
• Group Financial Report Forms:
  • General Ledger Spreadsheet
  • Branch Forms:
    “Small” = branches with only one bank account, no reported equipment and no newsletter income
    “Medium” = standard for most branches
    “Large” = an extended version for kingdom and large branch accounts
    1. SCA, Inc. Financial Reports (US, non-subsidiary)
       • SMALL BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
       • MEDIUM BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
       • LARGE BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
    2. SCA, Inc. Financial Reports: Subsidiaries
       • SMALL BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
       • MEDIUM BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
       • LARGE BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
    3. SCA Financial Report: Negative
       (for branches that do not hold assets)
       • Spreadsheet
    4. SCA, Inc. Financial Reports: non-US
       • SMALL BRANCHES:
         PDF | Spreadsheet (Locked) | (Unlocked)
• Other Forms:
  • Acknowledgement of Donation Form
  • Regalia/Equipment Lease Agreement Form
• Interkingdom Event Financial Policies
  • Estrella War 
  • Gulf Wars 
  • Great Western War 
  • Pennsic War 
  • West – AnTir War 

Herald

Please visit Heraldry.SCA.org (the SCA College of Arms website) for articles and information on SCA Heraldry

Public Relations

• Public Relations Webpage
  Resources:
  • Bookmark: “Don’t just read about history, recreate it” – front | back
  • Welcome to the Current Middle Ages – trifold brochure
  • Business card back – for back of branch/officer business cards
  • SCA Postcard – front | back
  • Photo Gallery
  • SCA Videos
• Media Relations & External Publicity (Media Policy) – guidelines for SCA officers’ interactions with modern media organizations
• Commercial Film and Photography Rules – commercial/documentary video and film crews wishing to record activities at SCA events must obtain permission of the Event Staff through the Regional Publicity Liaison and agree to abide by these rules
• Event-specific Press Release (Microsoft Word Doc) – Contains sample data & suggestions. Fill in your particular event information
• Event Fact Sheet (Microsoft Word Doc) – The what/when/where of your event; to accompany the Event-specific Press Release. Contains sample data — fill in your specific information

Seneschal

• Society Seneschal’s website
  
• Background Check Authorization form (fillable PDF)
• Background Check Authorization Form (print to fill in) 
• Additional documents (Seneschal’s Handbook, Sanction Guide, Known World Event Policy, etc.) are at the Society Seneschal’s Resource page

Social Media

• Social Media Policy (V7 2019)
• Criteria for Determining Applicability of the Social Media Policy
• Frequently Asked Questions – Social Media and the SCA
  
• Also visit the Deputy for Social Media’s website

Youth and Family

• Youth and Family webpage
  
• Youth and Family Achievment (YAFA) program
• YAFA FAQs
• What a YAFA Mentor needs to know
  
• Youth Combat documents