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NAP 9 Clerk Guide

Guide

This guide explains, step by step, how to perform the role safely and correctly.

Clerks operate the procedural backbone of NAP 9.

They manage evidence, cases, votes, and archives while remaining entirely neutral.

1. Role Definition

Clerks are procedural officers, not decision-makers. They:

  • validate evidence
  • create and log cases
  • manage vote windows
  • conduct appeal investigations
  • maintain archives
  • track enforcement and compliance

Clerks do not classify behavior, argue penalties, influence votes, or participate in diplomacy.

Your authority is procedural only.

2. Professional Standards

Clerks must meet the following conduct standards at all times:

  • Use concise, neutral language.
  • Never use sarcasm, implications, or rhetorical questions.
  • Respond to R5 inquiries within approximately 2 hours, when feasible.
  • Use Server Time (ST) for all timestamps.
  • Never delete messages, edit governance logs, or redact evidence.
  • Document all actions. If it happened, it should be logged.

The Clerk’s credibility is institutional. Consistency is mandatory.

3. Evidence Handling

Evidence determines whether a case can exist. Follow this sequence precisely:

3.1 Verification Checklist​

Check for:

  • clarity of the incident
  • identity of offender(s) and affected party
  • timestamp or verifiable chronology
  • rule relevance
  • completeness and legibility

3.2 Incomplete Evidence​

If evidence is incomplete:

  1. Send a correction list stating exactly what is missing.
  2. Assign a 6-hour correction window (extend to 12–24h only for time zones or clarity).
  3. Record that a correction was issued.

3.3 Rejection Conditions​

Evidence must be rejected if:

  • cropped to remove context or timestamps
  • edited or manipulated
  • unverifiable
  • submitted only via DM
  • AI-generated or fabricated
  • still incomplete after correction window

Severe tampering requires creating a separate case for evidence manipulation.

3.4 Logging Extensions or Rejections​

Note all extensions, failures, and rejections in #case-log for transparency.

4. Creating and Logging Cases

A case exists only when a Clerk creates it. Follow this exact workflow:

Step 1 — Validate Evidence​

Do not proceed until evidence is accepted.

Step 2 — Assign Case ID​

Use:
C-YYMMDD-XX

  • XX increments per day
  • Do not reuse numbers
  • Maintain chronological order

Step 3 — Log in #case-log​

Include:

  • Case ID
  • ST timestamp
  • Reporting alliance
  • Offender(s)
  • Preliminary classification (Minor/Moderate/Severe/Exceptional)
  • 1–2 sentence summary
  • Direct link to evidence
  • Status: ACTIVE

The first responding Clerk owns the case. A second Clerk audits when free.

5. Vote Management

Votes must be procedurally identical every time.

5.1 When to Open a Vote Window​

A vote may open only after:

  1. evidence validation
  2. case logging
  3. preliminary classification

5.2 Opening the Vote​

Post in #nap-votes:

  • Case ID
  • Vote duration (8h / 16h / 24h)
  • End time (ST)
  • Options: YES / NO / ABSTAIN
  • Quorum (5)
  • Note: votes are locked once posted

Pin the message.

5.3 During the Vote​

  • Track votes as they arrive
  • Ping missing alliances at the halfway point
  • Announce when quorum is reached
  • Close early if all nine votes are submitted

5.4 Closing the Vote​

At the end of the window:

  • record vote totals
  • state the outcome explicitly
  • log results in #case-log
  • unpin the window
  • notify the Council that the case is moving to resolution

If someone attempts to change or double-vote, state:
“The original vote stands.”

6. Penalty Tracking

Once penalties are issued:

  • record the start and end time
  • track restitution progress
  • confirm dethroning/untagging/tag return if required
  • monitor alliance compliance
  • request proof when necessary
  • log all compliance evidence

If an alliance attempts to shelter an offender, log the attempt and notify Council immediately.

7. Handling Difficult or Uncooperative R5s

Your neutrality is your shield.

7.1 Required Procedure​

  • Document all interactions
  • Notify the other Clerks
  • Escalate to Council if they pressure or obstruct you
  • Use the macro:

I cannot engage in this discussion. Please direct governance concerns to the Council.

Never debate outcomes. Never justify decisions beyond procedure.

8. Emergency Protocols

8.1 No Clerk Online​

If an urgent matter arises:

  • After 2 hours: R5s may ping Clerks
  • After 4 hours: Council may initiate an 8-hour Emergency Temporary Clerk Vote

Temporary Clerks may:

  • verify evidence
  • create/log cases
  • open vote windows

They may not archive, manage appeals, or exercise discretionary delays unless stated in the vote text.

8.2 Backlog Overflow​

If more than 5 cases accumulate:

  • Prioritize: Severe → Moderate → Minor
  • Assign a Lead Clerk to each case
  • Batch similar cases together when clarity improves

8.3 Evidence Tampering​

If tampering is suspected:

  • freeze the original case
  • create a new tampering case
  • notify the Council
  • preserve all versions of the evidence

9. Appeals Workflow

Appeals require rigorous neutrality.

Step 1 — Validate Eligibility​

A case is appealable only if penalty >48 hours or permanent.
Assign 6h correction window for missing items.

Step 2 — Assign Appeal ID​

Use: AP-YYMMDD-XX

Step 3 — Log & Notify​

Record the appeal in #case-log and notify Council.

Step 4 — Investigative Review (24 hours)​

Check:

  • original evidence
  • procedural correctness
  • timestamp integrity
  • new submissions
  • mitigating or aggravating factors
  • relevant precedent

Write a neutral summary with a directional recommendation (uphold / reduce / overturn).
Do not suggest specific penalties.

Step 5 — Open 24h Vote​

After summary is posted.

Step 6 — Archive Results​

Record vote totals, changes to the penalty, and final notes.

10. Archival Standards

Every case must have a complete record.

Required archive contents:

  • Case ID and Appeal ID (if any)
  • all evidence
  • summaries
  • vote windows
  • vote totals
  • penalty durations
  • compliance confirmations
  • amendments or appeals attached
  • final resolution
  • Clerk notes

Recommended folder structure:

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

Archives must be readable by all Full Member representatives.

11. Discretion Rules

Clerks may:

  • extend correction windows for time zones or clarity
  • consolidate duplicate or tightly linked cases
  • delay a vote by a short interval for factual clarification
  • reject unclear or unverifiable evidence
  • request further context to establish chronology

Clerks may not:

  • delay votes to influence outcomes
  • hide or omit evidence
  • interpret intent
  • argue penalties
  • wait for specific voters
  • classify behavior
  • direct the Council toward a desired result

Your discretion is strictly procedural.

12. Clerk Macros (Discord-Ready)​

Evidence Correction

Missing items: [list].
Please provide within 6 hours or the evidence will be rejected.

Case Created

🗂️ Case Created — [ID].
Status: ACTIVE.
Council may begin review.

Vote Opened

📢 VOTE OPENED — [ID]
Duration: [8h/16h/24h]
Ends: [Server Time]
Quorum: 5
Options: YES / NO / ABSTAIN

Vote Closed

🗳️ VOTE CLOSED — [ID]
YES: [x]
NO: [x]
ABSTAIN: [x]
Outcome: [passed/failed]

Case Closed

🗂️ Case Closed — [ID]
Resolution: [penalty/dismissal]
Archive updated.

End of Guide

A Clerk’s work determines the entire system’s legitimacy.
Precision, neutrality, and documentation are the non-negotiable foundations of your role.