Remnants of Hope

About Our Community

Established in June 2009, Remnants of Hope (RoH) first began as "The New Jedi Order" in the Star Wars Galaxies MMORPG. Since its inception, the community has grown and expanded into other games. Currently, RoH is an international community that enjoys gaming with mature and respectful friends. We have established a leadership structure, core values, organizational objectives, and various characteristics one would expect to find in a socially-developed organization that is primed for long-term growth and stability.

RoH is built on a foundation of integrity, maturity, and respect for others, and our commitment to these tenets has helped us grow, evolve, and survive as a community. Over the years, we have found that it is not what game you play, but with whom you choose to play. In keeping with this, our guild motto became "Light from the few can be a beacon to many."

Charter Objectives

First and foremost, this defines the way in which our organization operates. We have collectively agreed on unbiased and fair methods to approach the management of our community. The resulting policies and procedures detailed within this document are for all to see, remember, and follow. We wish to be transparent to all who seek to join our community by making this document publicly available.

As with any community, disputes and conflicts do occur. The presence of this Charter ensures that we are capable of reaching an amicable resolution to all such conflicts. Our members agree to respect all outcomes reached through the use of this charter.

Key Concepts

• Separation of Powers. There is not a single individual in Remnants of Hope that controls all aspects of the community. We have purposely employed the use of checks and balances that are designed to guard against abuses of power.
• Two-Tier Structure. This concept permits us to create branches in various games that function independently, but which are still unified under a single banner. That central body is our 'Community', and the individual games that we play are satellite groups, called 'Divisions'. This charter is focused on defining the higher levels of RoH, whereas Divisions are largely left to their own devices, with a few key exceptions.
• Balancing Bureaucracy with Fairness. It is not our desire to create a bloated or convoluted system of procedures, but we do recognize that a lack of established policies may compromise the level of fairness that we strive to provide for members. We have designed RoH with the intent of striking a reasonable balance between these two considerations. We strive to maintain a balance between fairness and excessive bureaucracy in the way we operate.
• Binding, but Amendable. Every member of RoH must adhere to all rules detailed within the Charter. As times change, however, RoH must also change. Members may seek to make modifications to the Charter, and if sufficient support is obtained, the Charter can be amended. In this way, the Charter is a living document designed to adapt to our members' needs.

Organizational Structure

Remnants of Hope has two distinct levels of structure: Community and Division.

Community Structure

Divisional Structure

Election Procedures

Elections are a cornerstone of Remnants of Hope and held regularly for our most influential positions, High Elder and Division Commander. The Elder Council administers elections and, due to the sensitivity inherent in passing positions of authority from one individual to another, elections must be carried out exactly as written in the procedure.

At the beginning of each calendar year, the Elder Council is required to publish a schedule of dates in the community forum potion of discord identifying when each election is set to start and end during the forthcoming year.

Basic Election Process

1. The Elder Council must announce that an election cycle is beginning at least one week before proceeding to Step 2. This announcement should include a brief overview of the election process to remind members of the procedures, and must contain a timetable. The timetable should include set dates for major election milestones, including the day each election phase (nomination and voting) begins and ends and the day the elected candidate will first take the office. These dates must also be posted on the Remnants of Hope calendar.
2. All standard election cycles must begin with a seven-day application phase. The Elder Council is responsible for developing the application questions. During this time, eligible members are invited to apply or nominate other members for the position being elected. Nominated individuals must accept the nomination before the end of the seven days in order to become an official candidate. Nominations must be sent to the Elder Council via private message.
   High Elder Applications
   - If the current High Elder wishes to pursue another term and no other applications are submitted during this phase, the current High Elder will be considered re-elected, bypassing the Q&A and voting phase.
   - In all other scenarios, the High Elder election can proceed with only one applicant, so if no applications have been submitted by the deadline, it will be extended until one application is received. A three day deadline will be given once the first late application is submitted, giving others the opportunity to apply if they wish to force an election. At the end of the three days, if there is no second application, the first applicant will be automatically appointed, bypassing the Q&A and voting phase.
   Division Commander Applications
   - If the current Division Commander wishes to pursue another term and no other applications are submitted during this phase, the current Division Commander will be considered re-elected, bypassing the Q&A and voting phase.
   - In all other scenarios, Division Commander elections can proceed with only one applicant, so if no applications have been submitted by the deadline, it will be extended until one application is received. A three day deadline will be given once the late application is submitted, giving others the opportunity to apply if they wish to force an election. At the end of the three days, if there is no second application, the first applicant will be automatically appointed, bypassing the Q&A and voting phase.
3. Immediately after ending the application phase, the Elder Council must begin the question and answer phase. The Q&A phase will last for a period of five days, and all eligible voters will be able to pose questions to the candidates. Questions must be directed to ALL candidates. Candidate-specific questions may be private-messaged to the Elder Council for approval. If they deem the question appropriate, they will post the question on behalf of the voter. The voter must request their name be included in the question, otherwise it will be posted as an anonymous question.
   
   Note: Division Commander Elections will be held in a Discord thread posted in the divisions general chat. High Elder elections will be held in the discord general chat for all members to participate.
4. Immediately after ending the Q&A phase, the Elder Council must begin the voting phase. The voting phase will last for seven days, and all eligible voters will be entitled to vote for their desired candidate.
5. At the end of the voting phase, the results must be tallied by the Elder Council. For any candidate to win, they must accumulate more than 50% of the total votes. If no candidate receives more than 50% of the total votes, the two candidates with the highest vote total will participate in a runoff election, lasting for five more days. The candidate that receives more than 50% of the total votes in the runoff election will be declared the winner.
6. Upon the election of a new leader, the previous leader’s privileges are removed, and the new leader’s privileges will take effect once their announcement and orientation has occurred.

Elected Position Details

Emergency Election Procedures

Emergency election procedures are to be employed immediately when an office holder resigns or is removed before their term is set to expire. Emergency elections are to follow the same basic procedures as a standard election, with the following differences:

• The Elder Council is not required to provide notice before beginning an emergency election’s application phase.
• The application phase must be only four days in duration.
• The Q&A phase must be only three days in duration.
• The voting phase must be only five days in duration.
• The newly elected office holder’s term should begin immediately after the voting phase has concluded and orientation has occurred.

After an emergency election is held, the Elder Council is expected to revise the published election calendar with the updated dates.

Code of Conduct

1. Communication and Discussion

All Remnants of Hope communications platforms are subject to the Code of Conduct. We do not allow threats or discussion of violence, drugs, or pornographic or sexually-suggestive material. Trolling and mean-spirited content of all kinds are unacceptable. Any discussion of other potentially contentious topics is expected to be conducted only in a mature, respectful manner. Anyone who is going to use our communications platforms must moderate any foul language, and never use such language in an insulting fashion towards another individual.
When using the community live communication platforms, members are held responsible for any disorderly behavior and may be asked to leave if they are causing issues. When in a live communication channel during any official community or division events, members are expected to limit their interruptions of users.
If a member or moderator finds inappropriate content on the Discord, following the Moderation Policy, they may hide that content and/or notify the Elder Council, who will review the moderation and choose to uphold (and possibly discipline the member) or remove it. Remember, however, that moderators are not here to censor anybody beyond what is outlined in this CoC, and all moderators are simply trying to use their best judgment. Please do not take offense if your post is moderated.

2. Malpractice

Remnants of Hope operates under the rules of all games we are involved in. If you are found to be in violation of those terms of services, you will be considered in violation of our Code of Conduct. Such actions include but are not limited to hacking, illegal monetary farming, or harassment. Do not use any means of communication provided by RoH to organize other illegal activities.

3. Respect and Tolerance

Remnants of Hope promotes a stress-free environment for members to relax and enjoy the games they are playing. We are a diverse population of gamers from all backgrounds. Remnants of Hope is committed to equity, diversity, inclusion, and antiracism. More specifically, we believe in fostering an authentic sense of belonging through the diversity of thoughts, ideas, beliefs, and experiences, and the inclusion and equality of people regardless of their gender identity, race, ethnicity, sexual orientation, first language, accent, national origin, religion, disability, age, or neurodiversity. It is mandatory for all of our members to show respect and tolerance to each other and our allies; our diverse backgrounds do not justify a lack of respect. The requirement for respect and tolerance applies in any situation where you identify yourself as a member of Remnants of Hope or interact with another Remnants of Hope member, regardless of context. If a community leader is informed that your words or actions are making another member uncomfortable, you may be asked to alter said behavior. That being said, we are also committed to creating a safe and secure environment where members feel free to be who they are, and will not censor posts or reprimand members unless they are in violation of the CoC. Elitism is not tolerated, and members are expected to show a reasonable amount of respect toward all players. Harassing "pugs" or openly berating other players negatively represents RoH and is a CoC violation. Harassment of fellow members may result in immediate removal from Remnants of Hope. We understand that sometimes gamers will look for fights, but we expect our members to take the high road and walk away from hostile situations. Remnants of Hope is a PG-13 community, and any such acts that would not fall under that classification should be kept in private.

4. Naming Policy

Upon joining Remnants of Hope, you are expected to represent a professional image of our community. One of the biggest reflections about you as an individual is what you choose to call yourself. We consider your account and character name another expression of communication, subject to all the same limitations as listed above. If you are unsure whether a name would be considered inappropriate, please ask the Elder Council. Do not take or imitate the names of other members within the community. This policy applies to our website, our VOIP, and any of our games.

5. Using Discretion With Issues

The Elder Council and Officers are more than happy to address any member’s concerns as long as they are brought up through confidential discussion through Discord Direct Messages. Not only does this allow us to address your problem more quickly and more efficiently, it prevents fights and emotional debates from erupting. Failing to use proper discretion with issues you have may result in disciplinary action.

6. Expectation of Officers and Leaders

Representing the community as an Officer is a privilege that requires a lot of responsibility. It is your job to help enforce the rules and maintain a safe and respectful environment. Members may come to you with personal complaints or issues in confidence, and should always be met with respect. All private discussion between officers, and any issues or complaints submitted by members, should not be shared with other non-officers. This includes any disciplinary actions, complaints, or disagreements between officers. If an Officer is found to be abusing their authority, the Officer will be subject to discipline and removed from their position. Abuse of power can include but is not limited to the excessive use of moderator tools as well as using the position to intimidate or coerce members. Leaders expecting to be gone for longer than two weeks are required to designate an acting Department Head to be in charge of the department as per the Charter.

7. Administrators and the Use of Chat Logs

While administrators of any website have potential access to logs or private messages, we value the privacy of our members and it is strictly prohibited to view these for any reason. All logs are automatically deleted. The permission to view the log tabs has also been removed rendering them unusable. If any administrator is found to have attempted to or successfully reinstated the code to view those logs, or to have viewed any member’s private messages, they will be immediately and permanently removed from the community.

8. Activity

Upon joining Remnants of Hope, you become a permanent member of our community. We expect members to maintain a reasonable level of activity. Characters within our divisional games that remain idle for longer than 90 days may be subject to removal from their respective divisional guilds. Members that go inactive for a period of time may be subject to removal from Discord and/or other modes of communication presently used by the community. However, even if your account is removed due to inactivity, and has no outstanding disciplinary strikes, you will always remain a part of Remnants of Hope and can contact divisional leadership to be added back to the in-game guild and to have your account reinstated.

9. Leaving / Rejoining Policy

If a member is having a problem, it is easier to talk with a member of leadership to see if mediation is possible before leaving. Remnants of Hope always encourages members to think carefully before leaving the community. If a member decides to leave the community, they are required to wait 30 days before reapplying to Remnants of Hope, at which point the former member will need to fill out a new application and restart the trial process. Former members wishing to apply sooner than 30 days can request a waiver from the Elder Council; If the waiver is approved, the former member may submit their application and restart the trial process.

10. Multi-Guilding

RoH members are full owners and partners in the community, with RoH as their guild home. As an RoH member, you are expected to represent RoH though tabards, guild tags, or however your game shows membership and pride in your guild. However, as a PvX, play‐your‐way community, RoH cannot satisfy every interest in a game mode, and you can participate in other guilds or communities in Division games. If you choose to join another guild for specific activities, you are expected to act in a way that is consistent with your commitment to RoH. If a Division Commander has more specific expectations about multi‐guilding in their Division, they may publish them on the forums after Elder Council approval.

11. Streaming and Public Posting of Communications

Members who choose to stream or publicly post content involving Remnants of Hope (RoH) activities are expected to conduct themselves in a manner that respects the privacy, consent, and comfort of all participants. Members must obtain explicit consent from all identifiable parties whose voice or written communications will be publicly broadcast or posted. Consent must be obtained prior to the public sharing of such content. If any participant does not provide consent, their voice or communications may not be publicly streamed or posted in any form. Members must notify their respective Division Commander prior to publicly streaming or posting content involving RoH activities. This notification does not replace the requirement to obtain participant consent. Any voice or communication channel that is being streamed or otherwise made public must be clearly labeled to indicate that it is LIVE or publicly broadcast. This ensures that any member who joins the channel is aware that their participation may be publicly shared. Guild chat, officer chat, party chat, raid chat, and private messages must not be publicly displayed, broadcast, or posted unless explicit consent has been granted by all affected parties. Such communications should be hidden, covered, or otherwise excluded from public content.

Responsibility for compliance with this policy rests with the member creating or sharing the public content. Failure to adhere to these standards may result in corrective or disciplinary action in accordance with the Remnants of Hope Code of Conduct.

12. Discipline

Member(s) who violate the CoC will be disciplined in accordance with the Discipline Policy. Trial Members and Friends, however, are subject to immediate dismissal in the event of any Code of Conduct violation.
Except as provided below, all discipline is kept completely confidential with the exception of member removal; for removal, the Elder Council, in accordance with the Discipline Policy, will share a short post without specifics outlining which CoC policy was broken to warrant removal.
Any person directly involved in a matter potentially or actually resulting in discipline may waive their individual right to confidentiality by sending a private message to all EC members, but information will only be released if and in a form approved by EC after considering other interests. If a person directly involved in a matter potentially or actually resulting in discipline shares inaccurate information about the matter without EC approval, EC may consider that sharing a constructive waiver of that individual's interest in confidentiality as well as a potential violation of the Code of Conduct.

13. Unstated Guidelines

TThis Code of Conduct covers the most common concerns in online gaming, but it is impossible to cover every possible situation. Anyone accepted into our community is expected to maintain a good sense of maturity and avoid actions that are likely to cause controversy. If a member's words or actions are seen as inherently provocative or malicious, or if they are viewed as severely objectionable but not otherwise in violation of the Code of Conduct, community moderators reserve the right to hide such posts or take other appropriate action in accordance with the Discipline Policy and Moderation Policy procedures. This document is subject to change, and members are responsible for maintaining knowledge of the rules and keeping up with changes.

Discipline Policy

All members are required to read and follow the Code of Conduct (CoC) when joining RoH. The Elder Council encourages all members to remain familiar with it to ensure they are not violating our shared rules. The following guidelines are provided to ensure consistency and transparency in the types of discipline applied for CoC infractions and to help encourage compliance with the CoC.
The Elder Council will use a 'three strikes' system where consequences escalate each time an infraction occurs while already under probation*. Each warning comes with a minimum 6-month probation, but it can be extended if the Elder Council deems it is warranted.
Where the violation(s) and discipline may have an impact on other members or the community at large, the Elder Council should advise the Division Commanders of the member's violations and discipline to keep leadership informed of potential issues within the games in which the member is currently active. The Elder Council will remind recipients of this information that per the Code of Conduct's 6th Clause, this information is to remain in strict confidence with the Division Commanders. The Division Commanders may request that the Elder Council allow them to share it with specific Division Officers under the agreement that it is not to be shared with assistants or others, but the Elder Council retains the right to reject such a request if there doesn't appear to be clear reasons to allow sharing of such information.
The 'three strikes' are:

Moderation Policy

Community moderators, who have the task of keeping discussions and/or Discord clean and updated, include the following positions: High Elder, Elder Council, Community Manager, Division Commanders, and Department Officers.
Moderators of our community are given some extra tools to do so in the areas they are charged with overseeing (community or divisional). These tools are to be used only for the purpose of the betterment of the community. All moderation should include a PM to the party being moderated with the reason for the action taken, with these exceptions:

• If a duplicate thread or post is made; in this case, no PM is necessary and the duplicate thread may be merged with the original or deleted
• Moving posts to archives or trash.
• If the message was in a discord channel that has a clearly outlined, specific purpose, and that message does not fit that channel’s purpose

If the moderation involves a violation of the Code of Conduct, the member’s Division Commander and the Elder Council must also be included in the PM notification. In the case of text moderation, a screen shot of the moderated message must also be included in the PM to the Division Commander, the Elder Council, and the High Elder. This PM is to be sent immediately after moderation.

Voice Chat Moderation

1. For voice communication issues, first ask the disruptive member to stop. If that fails, and no moderator is present, reach out to any community moderator for help, if none is available in your division.
2. For simple audio issues (background noise, static, etc.), move or mute the member.
3. For simple audio issues (background noise, static, etc.), move or mute the member.
4. For disruptive intentional interruptions, mute the member, and file a moderation report. The moderation report should include the complaint, list other members present, and be sent as a PM to the Division Commander, Elder Council, and High Elder.
5. If you mute a member, remove the mute when the event ends. For serious CoC violations, you may leave the mute active, and explain why in the moderation report.

Failure to consistently follow this moderation policy may result in disciplinary action for the moderator.

Rank-Specific Requirements

• Divisional Officers: When moderating communication that may involve a breach of the Code of Conduct, you must not only PM the affected member and EC/HE, but also the Division Commander of the respective game explaining what was moderated. The Elder Council will then review the moderation and choose to uphold, reverse, or work with the member to resolve the issue. The inclusion of the Division Commander in the Divisional Officer's PM is only for documentation purposes.
• Division Commanders:When moderating communication that may involve a breach of the Code of Conduct from within a different Division's portion of a communication platform, you must not only PM the affected member and EC/HE, but also the Division Commander of the respective game explaining what was moderated. The Elder Council will then review the moderation and choose to uphold, reverse, or work with the member to resolve the issue.
• Community Manager: When moderating communication that may involve a breach of the Code of Conduct, you must not only PM the affected member and EC/HE, but also the Division Commander of the respective game explaining what was moderated. The Elder Council will then review the moderation and choose to uphold, reverse, or work with the member to resolve the issue.
• Elder Council: When moderating communication that may involve a breach of the Code of Conduct, you must not only PM the affected member, but also document the action within the Elder Council Discussion Discord forum in lieu of sending the EC/HE a PM. The remaining Elder Councilors and the High Elder will review the moderation and choose to uphold, reverse or work with the member to resolve the issue.
• High Elder: When moderating communication that may involve a breach of the Code of Conduct, you must not only PM the affected member, but also document the action within the Elder Council Discussion Discord forum in lieu of sending the EC a PM. The Elder Council will review the moderation and choose to uphold, reverse or work with the member to resolve the issue.

Amendment Policy

Within Remnants of Hope, modifications to our codes are enacted in one of two ways: by the Elder Council introducing changes or policies, and by members proposing modifications for the community. The following outlines the process, including the checks and balances at the community’s disposal.

Council-Driven Amendments

The Elder Council is charged with making decisions for the benefit and longevity of the entire community. Sometimes, this will result in a wish or need to update our policies. The Elder Council can enact amendments, but are balanced by the existence of the Veto Policy, which allows members to call for a veto of any council-driven amendment. The process is as follows:

1. The Elder Council decides to consider a new amendment. The amendment is discussed amongst all Elder Councilors and the High Elder, with optional inclusion of the Division Commanders, Web Admin, and/or Community Manager, until a finalized policy is created.
2. This finalized policy is provided to the community in the form of an announcement on the #Announcements in the Community section of the discord for a period of no less than 3 days. Within that time, members may suggest alterations to the policy that the Elder Council can implement at their discretion, and any member may call for an outright veto of the amendment.
   • If a veto is called for, the Veto Policy will take effect, and the amendment is frozen until resolution.
3. If the review time has passed with no or minor changes required, the amendment will take effect.
4. If the review time has passed and resulted in substantive changes, the Elder Council will provide an extra 3-day review period for the adjusted policy, during which the veto option remains active.

Member-Driven Amendments

Any member may also submit amendments to our policies, and the community will have the ability to vote on and enact them. Member amendments are also subject to the Veto Policy. The process is as follows:

1. Members are encouraged, but not required, to post their amendment suggestion in a thread created in the general chat of our discord to get public feedback and ideas.
2. Once decided, a member can post their amendment to a thread created in the general chat of our discord.
3. The amendment proposal will remain up for three days before voting begins to allow the community to review it, ask questions, and gain an understanding of the proposal. On the fourth day, a community moderator will put up a poll, and members can cast their votes for or against the amendment for another seven days.
4. For a member-driven amendment to pass, it must meet the following vote requirements:
   • The number of participants in the vote must be at least 60% (sixty percent) the number that voted in the previous High Elder election.
   • The number of approval votes must be at least 70% (seventy percent) of the total voters.
5. If an amendment does not meet the voting requirements after the allotted voting time, it does not pass.
6. If an amendment meets the voting requirements after the allotted voting time, the amendment then passes to leadership, who have the opportunity to use the Veto Policy.
   • If the Veto Policy is used, the amendment is frozen until resolution.
7. If the amendment passes the Veto Policy stage, it becomes part of official policy.

Veto Policy

Both the Elder Council and the community are involved with creating policy for all of us, and the Veto Policy provides a layer of checks and balances on both groups to ensure policies are amenable to the community as a whole. The Veto Policy works in one of two ways depending on who is asking for the veto.

Veto of Council-Driven Amendments

If the Elder Council delivers a policy amendment that membership finds undesirable, members may call for a veto. Once done, the Elder Council must put up a poll for the veto vote that will remain open for 3 days. A successful Council amendment veto vote must meet the following requirements:

• The number of participants in the vote must be at least 60% (sixty percent) of the number that voted in the previous High Elder election.
• The number of votes to approve the veto must be at least 70% (seventy percent) of the total voters.

If the veto vote successfully passes, the amendment is immediately removed and does not take effect. If the veto vote does not successfully pass, the remainder of the Council-Driven Amendment process proceeds.

Veto of Member-Driven Amendments

If the membership passes a policy amendment that leadership feels is detrimental to the community, the Elder Council and Division Commanders will have the opportunity to call for a veto of their own within 3 days. Once called for, the EC and DCs will begin a poll in the leadership channel in the discord that will remain open until the end of that 3 days. A successful member amendment veto vote must meet the following requirements:

• The number of votes to approve the veto must be at least 75% (seventy-five percent) of currently-filled EC and DC positions.

If the veto vote fails, the amendment becomes official policy at the end of the 3-day consideration. If the veto vote passes, a member of the EC will post the group’s reasoning for the veto on the amendment proposal thread for the community to see for 3 days.

If a member-driven amendment has been vetoed by the EC and DCs, the community has the ability to override that veto. Within the 3-day veto review period, members may call for an override vote, at which point a community moderator will add a poll question to the proposal, and voting will last for 3 days. A successful veto override vote must meet the following requirements:

• The number of participants in the override vote must be at least 60% (sixty percent) of the number that voted in the previous High Elder election.
• The number of votes to approve the override must be at least 90% (ninety percent) of the total voters.

If the override vote successfully passes, the amendment proposal becomes official policy. If the override vote fails, the veto remains in place, and the amendment proposal does not pass.

Recruitment Policy

Logistics: The Tools at Your Disposal

The Recruitment Spreadsheet

The recruitment spreadsheet is a tool used to track accepted Trial Members and their progress in the Remnants of Hope trial period. All divisions need some form of it! You must also have it posted in the division's Recruitment channel within discord where leadership can review it. Spreadsheets must include the following:

• An Applicant's Discord Name
• An Applicant's In-game Account ID
• A Trial Start Date
• A Trial End Date (two weeks from start)
• Whether they have been accepted or denied (with a reason for denial)

Not required, but recommended:

• A Trial Member's halfway point in the trial (for a halfway reminder check)
• Columns to track certain trial objectives, such as in-game activities
• A comments section for noting any special circumstances

This spreadsheet can be maintained by either you or one of your assistants, but remember: keeping this up to date is the easiest way to make sure everybody is accounted for. A summary of the month’s activities in recruiting (applications received, declined, accepted, and in progress) should be included in your monthly report to your Division Commander, who will in turn include it in their monthly report to the Elder Council.

Guild Advertisements

Advertising for applicants is a part of recruiting, and finding the best places to get new recruits can be taken care of by either you or your assistants. Feel free to use whatever means you desire to bring in new applicants, but some popular advertising options include:

• Official forums for that game
• Reddit threads to promote the game
• Popular fan-site forums
• Zone/map chat blasts (if you use this method, please use discretion and don't spam messages over and over)

You may also hold events open to the general public of your game, sponsored by Remnants of Hope. Make sure that with every advertisement you make, whether it be through public or private communications, you provide a link to our front page and direct potential applicants to our website to read more about us and to apply.

Process: The Procedures for Recruitment

When an application is first received, the applicant begins a process to become a full member of Remnants of Hope. The logistics mentioned above are tools to help the Recruitment teams oversee the recruitment process. The process has three main stages, as described below:

Stage 1
Initial Application and Community Recruitment Voting
WHEN AN APPLICATION IS POSTED IN THE DISCORD
• The application is posted in the #recruit-new-application in the Recruitment section of Discord
• The app is to be approved or declined by the Recruitment Officer or assistants of the division the applicant is applying for
Stage 2
Trial Period and Trial Objectives
Membership is not determined by discussion, biases, etc. it is solely maintained on following community rules of conduct. Each individual division may set their own objectives to membership
• THE OBJECTIVES
  • The trial objectives, at a minimum, must include the following:
  • Joining the in-game guild for the division to which they are applying
  • Post an introduction
• Additional trial objectives may be included at the Recruitment Officer's discretion, but all objectives added should be aimed at gauging a Trial Member's overall activity in game, on communications platforms, and in the overall community, as well as the ability to showcase a Trial Member's integrity, maturity, and loyalty.
• PARTICIPATING IN OTHER DIVISIONS/GAMES
  • If a Trial Member chooses to participate in another division, they must declare their character or account name in their application thread.
  • Trial objectives will be tracked only for the division for which the Trial Member originally applied. If a Trial Member wishes to finish their trial period in a different division from which they started, then they can speak to their Recruitment Officer about how to do so.
• FAILING OR REMOVING A TRIAL
• Incomplete Objectives
• If a Trial Member is unable to complete all objectives assigned in the 30 day period, an extension can be offered to the Trial Member.
• If no extension is requested or granted, the trial membership will be ended and the applicant will need to reapply after at least seven days have passed. Completed trial objectives do not carry over to a subsequent trial period.
• Removal by Recruitment Officer
  • A trial membership may be terminated at any time for any reason by the Recruitment Officer during Stage Two, which will result in an immediate dismissal from the Community for the applicant.
• Removal Notification
  • If a Trial Member is denied or quits, The Trial member will be removed from Discord and their character removed from in-game guilds. If the Trial Member was in multiple division guilds that is known, the divisional recruitment officer should be notified
• COMPLETING A TRIAL
  • Completing Objectives
    • After one week, if a Trial Member has completed all their objectives, they may, at the Recruitment Officer's discretion, Move on to Stage 3
Stage 3
Divisional Voting
• After the trial period, a vote will be held in the applicants discord thread. Each divisional officer is given one vote.
• Once a member is accepted, the recruitment officer should post in the #recruit-rank-change-request in discord for the Community Leader to update their discord rank

Miscellaneous

Trials Swapping Divisions

If a Trial Member seeks to swap divisions within their first week of the trial, the following steps should be followed:

• The Trial Member should send a request to the Recruitment Officer of the division for which they applied.
• The original Recruitment Officer should then communicate the request to swap to the Recruitment Officer of the division to which the Trial Member wants to swap.
• Community Manager will manually move the trial application thread to the new division trial application area.
• Community Manager will manually copy/paste the trial objectives for the new division into the trial application thread as a post.
• Community Manager will change the title of the trial application to match the new division.
• The Trial Member continues their trial at Stage Two in the new division under the new RO's observance. The Trial Member’s time will be officially reset and all trial objectives should be restarted with the new division.

Recruitment Assistants

Recruitment Assistants are an important part of the recruitment team and as such, it is vital that they are given tasks to help ease the burden on a Recruitment Officer.




Recruitment Assistants may:

• Maintain and update recruitment spreadsheets
• Invite Trial Members to the in-game guild
• Conduct reviews
• Perform in-game promotions of Trial Member to Member
• Keep up with Trial Members in-game and make sure they are settling in well
• Monitor trial objective progress and track it as needed
• Help the RO keep the various recruitment tools and posts up to date

As always, Recruitment Assistants are encouraged to share their opinions on all Trial Member discussions for their division.

Recruitment Officer Meetings

It is encouraged that all Recruitment Officers and the Community Manager meet as needed to create a good flow of communication between divisions.

Division Creation & Dissolution

Division Proposal Process

Note: Division proposals are distinct from Charter amendment proposals.

This is the standard template for division applications to the community. These are only the minimum requirements for the proposal. The proposal should be well-researched and professionally written. Approach the proposal as if you were pitching this product to the Elder Council. Your proposal will have more support if it took effort and is easy to read.

• Game Information
  • You should include as much essential information concerning the game as possible. Good examples would include the setting, overview, max group size, aspects of play, and type of game.
  • We should also have some sort of timetable for the implementation and release of this game. Are there open or closed betas in which the community could participate?
  • Provide links to the game's website and some good examples of media as well.
• Community Support and Playability
  • Provide examples and arguments as to why this game is a good choice to adopt into Remnants of Hope.
  • What guild activities are available?
  • Does this game incorporate any type of guild features?
  • What advantages are there to playing this game as a community?
• Structure and Organization
  • How do we go about organizing and structuring a division for this game?
  • There needs to be a nomination for a potential candidate for Division Commander in this section. This nominee must accept their nomination prior to proposal submission. The nominee can also be the author of the proposal.
  • How is recruitment going to function in this game?
  • How are we to attract players in our own community and those outside to our cause in the game?
  • What website and community modifications must we implement?
  • Are there multiple factions in the game? How do we approach this?
• Activity and Sustainability
  • What evidence can you provide that implies this division can sustain itself?
  • Give a brief overview of member interest in the community for this game.
  • What activities can we create and take advantage of in this game on a daily basis?

Division Creation Process

The decision to create or dissolve a division rests wholly with the Elder Council. The Elder Council are encouraged to follow the below criteria when making such decisions. The Elder Council is not permitted to create a Division Proposal.

New Division Requirements:

• A dedicated, suitable, and willing leader
• A detailed proposal
• Interest within the community

The division addition process is the following five-stage plan. This process is overseen by the Elder Council.

Division Dissolution

Division Validity Requirements:

For a division within [ROH] to remain valid and not be dissolved, it must meet the following minimum staffing requirements:

• Division Commander – A designated individual responsible for overseeing the division and ensuring its operations are in line with organizational goals.
• Recruitment Officer – An individual assigned to manage recruitment efforts and ensure the division maintains adequate membership levels.
• At least one Divisional Officer – An officer designated to assist in the division’s daily operations and support the leadership structure.

If any of the above positions are unfilled or if the division fails to maintain these minimum requirements, the division will be subject to dissolution.

As we all know, things do not last forever. This community, and the games we play, is in a continuous state of growth and change. At times it may be necessary to move on from a particular game; perhaps the game itself reaches sunset, or the community as a whole has decreased interest in that game.

With that in mind, the following process should be followed to address a declining division:

If there is decreased activity in the division, and/or the Division Validity Requirements are not met for a period greater than two weeks, then the EC should consider the state of the division by a vote.

Division Dissolution Process:

• Initiating the Discussion: If the majority votes to consider the division for dissolution, the Division Commander and Officers will be added to a private message (PM) where the Elder Council (EC) will share their concerns and invite feedback from the division's leadership regarding its future.
• Decision by Division Leadership:
  • If the Division Commander and Officers agree that the division has run its course within the community, it will be closed.
  • If the Division Commander and Officers wish to continue the division, they will have one week to develop an action plan focused on revitalizing the division’s growth and activity.
• Probationary Period: The division will then enter a four-week probationary period, during which weekly updates on the action plan’s progress will be provided in the PM discussion. The EC will review these updates regularly.
• Post-Probation Review: At the end of the four-week period, the EC will meet with the Division Commander and Officers to reassess the situation. The following outcomes are possible:
  • If the division has successfully recovered, it will be removed from probationary status.
  • If the division shows progress but has not fully recovered, it may be granted a two-week extension by a majority vote of the EC.
  • If the division has not recovered and has not made sufficient progress, it will be removed as an official division and considered a casual game.
• If the Division is Dissolved or Moved to Casual Status:
  • A section within the Casual section of discord will be created for the former division, and all division-specific posts will be moved there.
  • The in-game guild and its associated resources will be transferred to the former Division Commander, who will be able to manage them according to the needs of the community that still participates in the game.
  • Recruitment templates will be updated to reflect the game’s new status, removing its formal association with Remnants of Hope.
  • The Division Commander, Officers, and Assistants will be returned to Member status on all communications platforms.
  • Members who do not participate in any other officially supported games by Remnants of Hope will retain their community membership.
  • The former division may be reinstated in the future by going through the Division Creation Process again.