Detachmant Survival Guide
This is an abstract of the duties and privileges that come with being a 501st Detachment Leader in the world’s premiere Imperial costuming organization.
- “To educate the masses to reach a standard and become better educated costumers is the highest goal of a Detachment Leader.”
The Election Process
Before the Nomination phase of the Elections it is the Detachment Leader’s responsibility to ensure that the Detachment Roster is clear of remove requests, add requests as well as retired and inactive members.
- After the nomination phase, which occurs on the Legion boards, The Detachment Leader should set up a question and answer forum for each of the nominees who have accepted the nomination for Detachment Leader.
- If the Detachment Leader is one of the nominees or is running for office, The Executive Officer, Detachment Captain of the guard should moderate the forums for the remainder of the election process. Additionally the Detachment Leader should recuse his or herself from moderating the election forums.
STAFFING THE DETACHMENT
Following the elections, the outgoing DL should provide the DL Elect with the following if available to him:
- Administrative access to the forums (If Applicable)
- Usernames and passwords for FTP, and web site.
- The Detachment leader’s survival Guide
- Phone roster if any
- List of ongoing issues and or projects
- A digital file of all text or spreadsheet files.
- All vector copies of logo
- Copies of current or ongoing projects where art files are involved.
The Detachment Leader may address the needs of the Detachment by appointing any of the following as deemed necessary for the good of the Detachment. Membership on the Detachment Roster may not be required for all positions.
- Executive Officer (Must be a member of the Detachment): The role of the Executive Officer within the Detachment is varied and dependant on the Detachment Leader. General duties which may be required of a Detachment Executive officer may include by are not limited to:
- Directing Detachment merchandising runs in the absence of another appointed member by the DL.
- Acting on behalf of the Detachment Leader.
- Various other duties as assigned.
- Detachment Captain of the Guard/ Sergeant at Arms (Must be a member of the Detachment)
- Who acts on behalf of the Detachment Leadership to moderate the forums
- Who settles disputes within the Detachment
- Detachment Merchandise and Branding Officer (Must be a member of the Detachment)
- Who organizes and directs Detachment Merchandise procurement and creation.
- Detachment Web Master (Does not have to be a member of the Detachment)
- Who creates, maintains, and designs all aspects of the Detachments web presence including but not limited to Web Site creation and maintenance/Forums/Signature bars and banners/hooks and plug-in installations for the Detachment Forums. Graphic Design.
Each Detachment Leader may have a different way of viewing these offices and may see the need for none or some of them. The Legion only recognizes the Detachment Leader and his or her Executive Officer. Some unit’s may use alternative titles such as Sergeant at arms in substitution for the title Captain of the guard. This is allowable. It’s also a good idea to publicly post the name, title and job description of each member of the Admin Staff so that members will understand who to go to for each individual need.
The Detachment Leader may also create and appoint additional staff positions to assist in the operation of the Detachment. Examples of optional positions include: Forum Moderators, Special project leaders (special event or merchandise coordinators, CRL or costume review committees, mentors, historians, costume experts, etc.)
Setting up the Forums
Most Unit forums are set up in this way:
Required "Members" - general forum members who are not part of the 501st "Detachment Members" - these are 501st users who also hold a detachment costume in question and have registered on the forum at least once a year
Optional 501st Member - this is not a detachment member, but is otherwise person of the 501st Legion.
It is recommended for Detachments to have all three areas the only real need for a detachment member only area for:
- Polls on costume standards, detachment charters, etc.
- Detachment Only Merchandise (if any)
Some areas of the forum must be public and open to general inspection by the public at large Such as CRL Entries (Not necessarily CRL work in progress). Frequently asked questions (FAQ), Forum Rules, and Standard Operations procedure (S.O.P.)
One the most important, albeit, one of the most neglected duties of the Detachment leader’s administrative functions is that of the Detachment Roster. The Detachment Roster will show who the Detachment membership is, and a well maintained roster will save the Detachment Leader a lot of time and aggravation come election time. The members present on the roster are those individuals who, in good standing, are eligible to vote in Detachment elections. The Detachment Roster may be viewed and edited only on the Main 501st Legion forums. To access the roster simply log in to the 501st Legion forums. On the left side bar menu look for membership DB as outlined below:
INSERT IMAGES FROM ROSTER
Once you get there you will find a list of members. Some will be in white fields, some in Green, some gray and some red. The figure below shows a trooper who wants to be part of the Detachment membership. Verify that they have an approved costume relevant to your Detachment and if they do, click the approve button. The page will refresh. For Inactive members who appear in a light gray field, it’s usually ok just to leave them as is unless you want a completely clean roster, in which case the member will need to re-apply to your detachment upon their return. Deployed members who appear in a light gray field, are members serving in the active military. They should be left as they are and will revert to active when they return from their tour of duty.
For members whose field is red, it’s a request to remove from the Detachment Roster, and is usually best practice to go ahead and click the remove button as these members usually either have joined the wrong Detachment by mistake or no longer have the appropriate costume to remain on your Detachment Roster.
For Retired members who appear in a dark gray field, it’s usually best practice to remove them from the roster since it’s not likely that they will return to the Legion during your term in office.
The Member who is active on the Detachment Roster will appear in a white field,
The "costume view" provides access to records that a DL cannot modify in any other way. It lists members by costume that belongs to the detachment and are labeled in a blue field; ( this has some advantages - one being that it lists 501st members that are not on the detachment roster. This enables a DL to add members (if appropriate) It also provides a "recruitment list" (i.e. proactively contact those in blue)
INSERT ROSTER TABLE
The other link is the CRL list which lists costume by Detachment and designation. DL's should review that annually to ensure that all costumes from their detachment are listed so that recruits can apply for them. Prior to each election, the roster must be updated.
|From the Charter
Approximately a year and a half ago it was brought to light that if a 501st member of the Detachment becomes a disciplinary issue, the Detachment Leader may place the member on moderation for a maximum of 90 days. And may ban said member.
Non 501st members of the Detachment forums fall outside of the Legion and may be placed on moderation or banned if need be.
A code of conduct should be posted in a conspicuous place and should define the expectations for behavior for all areas of the forum. The codec should be written in plain easy to understand language.
Normally disciplinary issues can be resolved by simply talking to the member about the problem. However, the Charter is clear on how to handle a situation where discussion and moderation has not helped.
Responsibilities to the Legion Command Staff
The Detachments are responsible to the Legion Membership Officer, who may at his discretion; call upon the Detachment Leadership to perform certain actions beneficial to the Legion. An example of this would be a call to write the Costume Reference Library. The Legion Commanding Officer may also call on the Detachment Leadership to perform certain actions beneficial to the Legion as a whole.
In the larger view, the Detachment Leader has the responsibility to ensure that individual troopers and recruits who visit his or her Detachment have the latest information and resources for the creation of the costumes served by that Detachment.
Editing and Setting up the CRL
The Costume Reference Library is an important step for new recruits as well as seasoned troopers. This point of reference should be found on the 501st Legion pages. Also it should be contained in the larger more detailed view on each Detachment Forum, available for public inspection.