Charter

Draft issues for the UFS Charter Version C, March 22, 2000
1. Introduction The UFS is a foundation stone for all manner of sims. In agreeing to abide by the charter sim players and sim operators gain access to the UFS resources including: recruitment programs, training guidelines and co-ordination of other services. While many of the founding sims are based on the Paramount=s Star Trek settings they may include other settings.
2. Vision The vision of the United Federation of Sims is to provide and share common resources to allow gamers to pursue excellence in the "art" of Play-By-EMail games.
3. Copyrights and Disclaimer
3.1. All sims and the UFS are conducted as fan-fiction.
3.2. Commercial copyrights are respected. We operate as fan-fiction encouraging the enjoyment of settings, which in turn will lead to greater interest in the commercial activities of the holder of the original copyright.
3.3. All emails or website materials used in conjunction with the UFS are considered to be have received the permission of the author for use by the UFS in their activities. Activities include, but are not limited to:
3.3.1. redistributing materials amongst the members of the UFS,
3.3.2. use in UFS websites,
3.3.3. use in UFS newsletters
3.3.4. use in any UFS promotional material.
4. General Requirements
4.1. Age Requirements No one under the age of 18, or higher if their local age of minority is higher, may be a member of a sim involved with explicit acts of violence, sec or other matters found be the players local laws to be outsized their age limit. Unless explicitly stated by the sim it will be assumed that these could occur and therefore require the majority of applicants to fulfil the age requirements.
4.2. Appropriate Behaviour Members are to treat each other with respect and excessive profanity, flame wars, threats will not be accepted. Any and all such instances must be brought to the attention of the founders who will decide punishment upto and including expulsion from the UFS and all sims they are a part of. As it is a simulation this clause applies between person to person communication and not to normal character to character interaction.
4.3. Disruptive Efforts Any member calling for members of the UFS to disband, move to another organisation or quit in mass will be expelled from all UFS. If extraordinary circumstances exist:
4.3.1. Players must contact their CO
4.3.2. The CO must contact the Founders
4.3.3. The Founders may disband the UFS, or part thereof, by passing a bill to that affect.
5. Applicants and Recruiting
5.1. All new applicants for any sim must be agree by this charter.
5.2. The UFS will establish a Applicant Process (UFS-AP) which as a minimum the UFS-AP will: 5.2.1. provide a means for online application
5.2.2. identify if new applicants have a preferred sim including, having existing relations with members of a sim (friend, classmate, family member etc)
5.2.3. review a writing sample
5.2.4. provide the applicant with a copy of this charter
5.3. New Sim Creation, Recruit overflow
5.3.1. The UFS will start a new sim if there are more than eight approved recruits, interested in a similar universe, who have waited over a calender-month to be placed in a sim. Similar universes are broad terms only and include: Star Trek Original Series, Star Trek New Shows (includes The Next Generation, Deep Space Nine and Voyager), Wrestling, etc.
5.3.2. The new sim will be set in that universe and incorporate at least three of the new recruits and at least one existing UFS member (who is typically the CO).
5.3.3. The membership will be contacted to locate a CO for the new sim.
5.4. The UFS will establish a Recruiting Process (UFS-RP) which as a minimum the UFS-RP will:
5.4.1. seek to establish ways to attract new persons into joining the UFS. Typical methods include:
5.4.1.1. inclusion in search engines
5.4.1.2. Periodic announcements in related mailing groups
5.4.1.3. Distributing advertisements at conventions
5.4.2. Direct respondents to the UFS-AP
6. Fees and Ad Based Services
6.1. The UFS will seek to provide services without making any direct charges to membership.
6.2. Where fees can not be avoided the UFS may call for financial aid to provide the services of the main UFS website and main list services for the membership or executive lists.
6.3. Individual sims must seek any finances, if any, to operate themselves without calling on UFS members outside their own sim.
6.4. It is acceptable for UFS website and list services to include advertisements to cover the costs of operating the group. This includes but is not limited to ads included in email messages and website banners.
7. Sim Operations
7.1. Authority within each Sim
7.1.1. Provided the charter is being followed the head operator of a mailing list has authority and responsibility of the operation of their sim. The head operator is often referred to as commanding officer (CO) or listmaster (LM)
7.1.2. In the event of complete loss of the CO; such as by expulsion from the UFS or extended absence, the UFS will select a replacement CO from within the existing list of sim members. In almost all but the most unusual cases this will be the XO.
7.2. Presence of an XO
7.2.1. COs are required to have at least one backup administrator who has:
7.2.1.1. sufficient resources to add or remove members from the sim group 7.2.1.2. assign other list members as administrators
7.2.2. This person is the sim executive officer (XO) and doubles as secondary point of contact for the UFS; such as if the CO suddenly losses email access due to modem difficulties.
7.2.3. The UFS must be made aware of who the XO is for a sim group and must be immediately informed of any changes.
7.2.4. A CO may elect to have additional XO level personnel so long as the primary UFS contact is identified.
7.2.5. All clauses of CO in this charter can apply to XO should the CO be away or otherwise unable to perform their duties.
7.3. Independent Sim Universe
7.3.1. Each sim operates independently of the others within the stipulations of the charter. Sims may adjust, change or otherwise manipulate their own internal gaming universe as they see fit. Typically this will be through the CO having veto power over dramatic changes in their sim's universe.
7.3.2. If there is joint simming activity the details are arranged by COs of the sims involved.
7.4. Sim Web Sight All sims are required to maintain a website with the following minimum information:
7.4.1. Identify itself as being a member of the UFS on the main home page for the sim
7.4.2. A link to the UFS main home page on the main home page for the sim
7.4.3. A list of current members
7.4.4. A link to the UFS recruitment system.
7.5. Aides and Sim closure
7.5.1. If ever a CO feels their sim is in danger of collapsing they call on the UFS for assistance. Examples of assistance include:
7.5.1.1. Advice
7.5.1.2. Another CO level operator joining temporarily to assist
7.5.1.3. A priority given to the sim receiving applicants
7.5.1.4. Other sims petitioned for special skills, such as webmasters
7.5.2. If ever a sim has fewer than four members (three or less) they MUST call the founders for assistance.
7.6. Sim Population Levels In avoid abuse of the applicant process no sim will be allowed to have more than 16 members.
7.6.1. Should any sim reach this point they:
7.6.1.1. will be asked to break off members to start a new sim
7.6.1.2. or transfer members to other sims
7.6.1.3. not be sent any additional applicants
7.6.1.4. if unusual circumstances occur, such as family relation wishing to join the overpopulated sim, they must appeal to the founders on a case by case basis for permission to add the extra player.
7.6.2. This clause also exists to encourage the creation of new sims to foster the growth of the UFS.
7.7. Lost CO If a CO is found to be unable to be contacted for three months or is otherwise >lost=from the UFS the UFS may elect to promote a player within the sim to fulfil the duties of CO. In all but the most unusual cases this will be the XO.
7.8. Transfer from one sim to another Players may wish to shift their participation from one UFS sim to another. This requires the approval from the CO of both sims. The player is then added to the new sim and removed from the old one.
7.9. Joining multiple sims If a player wishes to be added to another UFS sim without discontinuing their current involvements the matter is not considered to be a transfer. This is article is present in order to protect the existing interests of the UFS. Instead of the transfer rules multiple sims come under the following rules:
7.9.1. The player must inform both COs of the intent to join another sim
7.9.2. The player must obtain approval from both Cos
7.9.3. The player is considered to be on a probationary status on the new sim for one month to see if they can maintain their commitments to their prior involvements.
7.9.4. During the one month period the CO of the prior involvement(s) may cancel their approval. The player must then be promptly removed from their new sim.
7.9.5. After the one month trial period the probationary period closes.
7.9.6. A player who still wishes to change sims, but has been unable to maintain their participation, may instead ask for a transfer.
7.10. New COs Existing COs may nominate a member of the sim as being a suitable candidate to operate a sim. Training of players is encouraged to ensure the growth of the UFS. The following is then conducted:
7.10.1. A message to the CO list is sent stating the recommendation for the player to have a sim.
7.10.2. The CO list can then state any more urgent needs, such as sims that are low on players. If no urgent objections are raised the process continues.
7.10.3. The candidate will then answer a test related to how they will handle issues, or potential issues, on their sim. Included in this is an overview of the sort of sim they wish to run (setting, play style etc). The answers will be posted to the Founders and a vote held to determine whether the concept and CO are sufficiently prepared.
7.10.4. If approved the candidate is declared the CO and must appoint their XO. A new list will also be started.
7.10.5. No more than two initial members of the sim, beyond the CO and XO, can be existing UFS members. This is to prevent excessive internal migration that could disrupt the integrity of existing games.
7.11. Activity rate within a sim The CO has the authority and responsibility to determine what the minimum posting activity rate for players in the sim is to be.
7.11.1. In normal circumstances players should be able to post once or twice a week. More frequent activity is of course desired.
7.11.2. The sim CO may change the posting rate for player(s) in difficult circumstances. However, if the posting rate drops below once a month we recommend placing the player in a leave of absence.
7.11.3. The CO should have one typical activity rate but can specify special rates for individual players in their sim.
8. Contact to players From time to time the UFS will make general messages to be distributed to the entire UFS.
8.1. The normal method of distribution will be to send the message to the COs who in turn will forward the message to their players. COs will therefore determine if the message is appropriate for their sim.
8.2. Announcements may also be made on the UFS website and/or through newsletters.
8.3. There will be no general mailing list used for all UFS members, except with the express approval of the Founders. Wherever possible the local authority of COs will be respected by distributing through them (or the designated XO).
9. Decision Making The following section deals with decision making processes within the UFS.
9.1. The UFS uses several methods of decision making, each with different reaches of authority.
9.1.1. Founders The term "Founder" refers to those who laid the foundation for the organisation, or their replacements over time. They operate as a "steering committee" setting the vision for the UFS and organising high level policy. They have the authority to vote on:
9.1.1.1. Election of new Founders
9.1.1.2. Changes to this Charter
9.1.1.3. Disbanding the UFS or a portion thereof
9.1.1.4. Authorise a message to be sent to the collective members of the UFS
9.1.1.5. Investigating refused accepted appeals
9.1.2. COs List This is a list of the COs of the UFS. This list is used to survey the key operators in order to obtain information and pass regular decisions. All Founders are also on this list, whether they hold a CO position or not. This list has the authority to vote on:
9.1.2.1. Election of UFS officers
9.1.2.2. Club preferences
9.1.2.3. Changes to any fees or charges (if needed)
9.1.2.4. Voting to accept or reject appeals
9.1.3. Individual Sims Decisions within individual sims are the authority and responsibility of the sim CO, provided they comply with this charter.
9.2. Voting process Unless otherwise specified voting on issues is conducted using the following standard method:
9.2.1. The issue is proposed by posting on the group clearly stating a "Call for Vote".
9.2.2. Poll activities offered by some web services are be considered sufficient but the announcement must still be made.
9.2.3. Voting members on the list have two weeks to votes "accept" or "reject"
9.2.4. Votes of "reject" should be accompanied with an explanation 9.2.5. If more votes "accept" than "reject" the issues is passed as accepted.
9.2.6. Those who do not respond within the two weeks are considered to have abstained.
9.2.7. If more than one third the potential voters call for "delay" the closure can be extended passed the two weeks. Each delay adds one month the time for closure on the issue.
10. Officers of the UFS Officers will be appointed to look after various tasks on behalf of the UFS. 10.1. Officers positions include:
10.1.1. Webmaster, in charge of the UFS overall website
10.1.2. Recruitment Officer, in charge of gathering recruits
10.1.3. Applicant Officer, in charge of processing new recruits
10.1.4. Newsletter, producing the UFS general publication
10.2. Officers are required to:
10.2.1. Conduct their duties in a fair manner
10.2.2. Report once a month to the CO list on items such as: projects planned, projects underway, results obtained, concerns, needs for support etc.
10.2.3. Respond in a timely manner to requests for information from COs and founders. In normal circumstances one week will be considered "timely".
10.3. Officers may have additional UFS working with them. The officer is still considered responsible for the fulfilment of the assigned duties.
11. Ranks In several PBEM styles ranks are very significant while in others they are chosen as part of character stories. As the UFS incorporates all types of sims the UFS ranks themselves are listed here. Within a sim universe the CO has authority over the use of ranks by characters.
11.1. Founder A person who helped establish the organisation or their replacement. This rank granted by the Founders.
11.2. CO Operator of a sim or support group in the UFS. This rank granted upon assignment of a sim or support group.
11.3. XO Backup operator of a sim or support group in the UFS. This rank granted by being selected by a CO to fulfil this responsibility.
11.4. Veteran Player A player in a sim who has maintained a significant involvement with the sim and/or UFS for one year. Granted to a full player upon confirmation of their entry date to the UFS or sim. This rank does not apply to support groups.
11.5. Full Player A player who has operated to their CO's full satisfaction in posting quality and frequency. Typically awarded in the two to three month timeframe. This rank granted by the sim CO. This rank does not apply to support groups.
11.6. Apprentice Player A player who is new to a sim and is considered to still be learning the task and/or adjusting to the required posting rate. This rank granted upon acceptance into a sim. This rank does not apply to support groups.
11.7. Applicant Person desiring to be a player in a UFS sim.
12. Support Groups In addition to operating PBEM games (sims) the UFS allows for various supporting groups. These groups function similarly to a sim with the following changes:
12.1. Rather than playing out story the support group functions to foster discussions, distribute material, provide guidance and other projects to improve the quality of gaming in the sims.
12.2. There is no required posting rate for members.
12.3. Ranking within the UFS is unaffected, except that the support group CO and XO are treated similarly to a sim CO and XO.
12.4. Where the term "sim" is used in this charter it is considered to apply to support groups as well, unless otherwise indicated.
13. Player Appeal It is a particularly significant belief of the UFS that the CO has authority over their own sim. We also consider it important to have a mechanism for extreme unfairness to be reported and corrected. If a member feels they are being treated unfairly and are unable to resolve the situation through their CO they may start an appeal.
13.1. To launch an appeal the player must first obtain support from at least three other members of their sim.
13.2. If a large number of such requests are made the Founders may investigate the conduct of the list operator. Such an investigation must include:
13.2.1. Notification to the CO being investigated
13.2.2. A survey done of all current sim members
13.2.3. A survey of what former sim members can be readily identified (e.g. those with recent appeal through transfer on this list)
13.2.4. A review of the situation being posted to the CO list and calling for either accepting or rejecting the appeal.
13.3. An accepted appeal may still be refused by the sim CO but this action is considered to by authorising any transfers the members of the sim may wish to do. This is based on the belief that UFS members can not be forced into staying into what they perceive as unfair situations. Refusal of an accepted appeal is may lead to a further investigation directly by the Founders on the situation.
13.4. Players have the right to quit their involvement and attempt to join the another UFS sim without transfer approval by quitting from their current sim and entering through the normal recruiting process. However, the UFS may reject the application based on the members former history.
14. Leaves of Absence Members of UFS may go on leaves of absence (LOA). A temporary LOA is one expected to be less than three months. A permanent LOA is anything longer. If a temporary LOA lasts longer than three months it becomes considered a permanent LOA. The positions are affected by LOA as follows:
14.1. Founder:
14.1.1. For a permanent LOA the member loses status as a Founder and upon their return from LOA they may call for the current Founders to consider them for re-election to the post.
14.1.2. For a temporary LOA no action is necessary unless there are less than three (3) active Founders. In this case a temporary Founder must be elected to serve for the duration of the LOA.
14.2. CO
14.2.1. For permanent LOA in order for the sim to continue function a new CO must be elected. Typically this will be the XO. The CO may return as a Veteran or Full player based on their length of involvement with the UFS.
14.2.2. For a temporary LOA the XO will function as the CO. That is part of the responsibility of the XO.
14.3. XO For all LOA the CO must appoint a new XO. For a temporary LOA it may be for the duration of the LOA but this is at he discretion of the CO.
14.4. All other members Their rank within the UFS is held (Full player, Veteran Player etc). Their function or position within the sim is at the discretion of the CO. In general we recommend the CO hold on replacing a player during a temporary LOA but try and fill the position if it is a permanent LOA.

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