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NAP 9 Clerk Guide

Neutral operators keep the system running. Clerks enforce procedure—not outcomes—and must remain calm, clear, and documented at all times.

Your Role​

Clerks are:

  • procedural operators and timekeepers
  • evidence custodians and archivists
  • vote window managers
  • appeal investigators
  • compliance monitors

Clerks do not judge intent, argue penalties, or participate in diplomacy.

Professional Standards​

  • Communicate concisely; avoid tone or sarcasm.
  • Acknowledge R5 requests within ~2 hours when possible.
  • Use Server Time everywhere.
  • Never delete governance messages or redact evidence.
  • Log everything; transparency is the job.

Evidence Handling​

  1. Verify clarity (what happened), identity (who), time (when), rule fit, and sufficiency.
  2. If incomplete, send a correction list with a 6-hour deadline (extend to 12–24h only for time zones or urgent clarity).
  3. Reject if cropped/edited, missing timestamps with no corroboration, unverifiable, DM-only, or fabricated (Severe).
  4. Note extensions or rejections in #case-log.

Case Creation & Logging​

  • Create a case only after valid evidence is posted in #evidence.
  • Case ID format: C-YYMMDD-XX (sequential per day).
  • Log in #case-log with: Case ID, timestamp (ST), reporting alliance, offender(s), preliminary classification, short summary, evidence link, Status: ACTIVE.
  • First responding Clerk handles logging; another Clerk audits when available.

Vote Management​

  • Open a window only after validation + logging + classification.
  • Post: case, vote type (8h/16h/24h), end time, options, quorum. Pin it.
  • Track votes, quorum time, missing alliances; ping non-voters at halfway.
  • Close at window end or when all 9 votes are in; post totals and outcome.
  • If someone tries to change/double-vote, state the original vote stands.

Penalty Tracking​

  • Timestamp start/end, track restitution, confirm bans/tag status, and note sheltering attempts.
  • You may request compliance proof (e.g., screenshot of offender untagged).

Handling Uncooperative R5s​

  • Log behavior, notify other Clerks, and escalate to Council.
  • Use neutral macro: “I cannot engage in this discussion. Please address governance concerns to the Council.”

Emergency Protocols​

  • No Clerk online: after 4 hours in an urgent matter, Council may hold an 8h Emergency Temporary Clerk vote. Temporary Clerk may create/log cases and open vote windows only.
  • Backlog >5 cases: prioritize Severe > Moderate > Minor; assign Lead Clerk per case.
  • Evidence tampering: freeze case, open a new tampering case, notify Council.

Appeals Handling​

  1. Validate eligibility (penalty >48h) and completeness; 6h correction window.
  2. Assign Appeal ID and log in #case-log; notify Council.
  3. Conduct a 24h investigative review: check evidence, procedure, timestamps, new submissions, precedent; note mitigating/aggravating factors.
  4. Post neutral summary with recommended direction (uphold/reduce/overturn).
  5. Start 24h vote; archive results and update records.

Archival Standards​

Archive for every case: evidence, descriptions, IDs, vote windows and totals, penalty durations, compliance confirmations, appeals, final summaries. Suggested structure:

/cases/C-YYMMDD-XX
/appeals/AP-YYMMDD-XX
/amendments

Make archives accessible to all Full Member representatives.

Discretion Guide​

You may extend correction windows, consolidate cases, delay vote opening for clarity, reject unclear evidence, or request more context.
You may not delay for preference, hide evidence, steer outcomes, wait for specific voters, interpret intent, or argue penalties.

Quick Macros​

  • Evidence fix: “Missing: [items]. Please provide within 6 hours or case is invalid.”
  • Case created: “🗂️ Case Created [ID]. Status: ACTIVE. Council may begin review.”
  • Vote open: “📢 VOTE OPENED — [ID] — [8h/16h/24h] — Ends [ST] — Quorum 5 — YES/NO/ABSTAIN.”
  • Vote close: “🗳️ VOTE CLOSED — YES [x] / NO [x] / ABSTAIN [x] — Outcome [passed/failed].”
  • Case closed: “🗂️ Case Closed [ID] — Resolution [penalty/dismissal] — Archive updated.”