PROTOCOL MANUAL

                                     Revised:  5/25/2006

 

I.       ORIGINS

A.        Definition of protocol

B.         Purpose of this document

 

II.       COLLEGE OF MONARCHS

A.        Purpose of the College of Monarchs

B.         Roles of the College of Monarchs

C.        Admission into the College of Monarchs

D.        Governing of College meetings

 

III.      TITLE FORMATS

A.        Permanent titles and non-permanent titles

B.         Award titles

C.        House names and Court names

 

IV.      RANKING OF PROTOCOL

A.        Ranking of permanent titles

B.         Ranking of non-permanent and award titles

C.        Correct usage and ranking of prefatory initials

 

V.       PRESENTATION OF PROTOCOL

A.        Coronations

B.         State Functions

C.        Other events and performances

D.        “Out and about”

E.         Responsibilities / courtesies of title holders        

F.         Anniversaries

 

VI.      EXPECTATIONS OF REIGNING MONARCHS

A.        Correspondence

B.         Proclamations

C.        Expected Behavior

D.        Apparel

 

VII.     MISCELLANEOUS

A.        Line of succession / heir-apparent

B.         Miscellaneous terms, including “Regent,” “1/2,” and “Emeritus,” among others

C.        Dynastic names and Royal Orders

D.        Assigning a number

 

 

 

ARTICLE I:   ORIGINS OF PROTOCOL

 

A.        Definition.    Protocol, according to Webster’s New Riverside Dictionary, is a noun that is defined as “a code of ceremony and etiquette followed by diplomats, heads of state, and the military.”

 B.        Purpose of this document.  The purpose of this document is to provide reigning monarchs with the necessary tools of protocol as it relates to the International Court System.  The protocol materials contained herein are based on tradition, experience, history, and common sense as it relates or has related to the Imperial Sovereign Queen City Court of the Buckeye Empire, Inc., All of Ohio .  Other courts may find the information contained herein to be useful, but it is not intended as a dictum of how a Court should operate in this arena.  Any group requesting barony status from the ISQCCBE, Inc., All of Ohio, shall be required to follow this document as well as the organization’s by-laws.

 

ARTICLE II: THE COLLEGE OF MONARCHS

 

A.      Definition of the College of Monarchs .  The College of Monarchs of the Imperial Sovereign Queen City Court of the Buckeye Empire, Inc., All of Ohio, consists of all past reigning Emperors and Empresses of the organization.  Each living member of The College of Monarchs, who is a current dues-paying member, holds a fractional vote on the ISQCCBE’s Board of Directors (a total of one vote as a group).

Certain rights and privileges are afforded to the individuals that comprise the College of Monarchs ; as previously publicly elected Emperors and Empresses of the organization (in most cases), they have demonstrated their commitment to the Cincinnati Court and to the causes for which it stands.  Their success continues to lay the strong foundation on which the Court stands, as their experience in these roles is unmatchable and valuable to the present and to the future.

B.     Roles of the College of Monarchs .  

The College of Monarchs’ responsibilities include controlling and executing Coronation, writing and updating of the Court’s history, maintenance of the Court’s storage of property and archiving system, items relating to protocol (including this  manual), and other duties as proscribed in the by-laws.

   C.   Conditions for Admission to the College of Monarchs . 

One becomes a member of the   College of Monarchs upon his step-down.  It must be noted, however, that the College of Monarchs reserves the right to protect itself and its integrity and may refuse or revoke entrance if an individual has demonstrated gross infractions, conducted illegal activities, or has otherwise committed heinous acts. 

1.  One does not become a member of the College of Monarchs automatically upon his/her step down. Entrance into the College is decided by many criteria such as the successful completion of the reign, the deeds and behavior of the Emperor/Empress, their personal involvement and performance. There will be a discussion if needed, then a vote of the College shall commence. All members of the College who are current I.S.Q.C.C.B.E. Court members in good standing may vote. There will be a preset duration of time to vote determined by the College Representative (hereafter known as the college rep). After this preset time has expired, voting will be closed and the votes tallied. In the event of a tie the College members shall convene and re-vote. To insure a clear result the college rep shall abstain from voting unless there is a tie. The college rep shall deliver the votes to the Board of Directors at the next general meeting and announce those results.

 

a. Petition for Appeal.  In the event the vote denies entrance to the College the Emperor/Empress denied shall have the right to appeal the decision. If an appeal is requested by the Emperor/Empress in question, said appeal must be filed no later than the next general Board of Director’s meeting following the meeting in which the vote results are announced. Failure to do so will render the College’s decision final.

 

Appeals may occur when an individual is denied entry into the College of Monarchs . The individual must petition the College via United States mail, addressed to the College Representative and mailed to the address of record of the I.S.Q.C.C.B.E. and request an appeal. The time allotted for appeal is from the time the decision is announced until the time of the next general Board of Director’s meeting. If the appeal is not presented to the college rep in the manner prescribed and within the time allotted the matter is closed and the College’s decision is final.

 

If, however, the appeal is presented in the prescribed manner and on time, then the College shall schedule a meeting to determine the facts of the denial of entry to the College. The meeting of the College shall be scheduled to allow the individual to present his/her rebuttal in person to the College. Examples and/or evidence of misconduct shall be presented at that meeting. If the person fails to appear in person the matter is closed and the College decision shall stand. If the individual does appear to present his/her case the College will then decide the issue by a re-vote of the College members in attendance. The re-vote will decide to 1) reverse the original decision and allow admission to the College of Monarchs : 2) vote for a probationary period or 3) let stand the original vote and deny admission to the College

 

b.  Probationary Period.  The probationary period will last approximately one year from the time of the decision to the annual College of Monarchs admissions meeting which occurs each year after the coronation step downs and before investitures. Violation(s) of any Court by-laws and/or protocol listed and unlisted, as decided by the College, shall cause the immediate dismissal of the appeal and probation. The College members in attendance will consider the process closed and their previous decision final.  A list of some of the violations of probation includes, but is not limited to:

 

i) Violations of the purposes and principles of the Organization set forth by its’

 

Protocol and By-Laws Manuals.

 

ii) Conduct which brings discredit on the Organization

 

iii) Misrepresentation of the Organization and/or its’ purposes and principles

 

iv) Insubordination within the framework of the Court

 

v) Creation of dissention within the membership

 

vi) Unethical use of the property, tangible and intangible, of the I.S.Q.C.C.B.E.  Example: Improper use of title(s); unauthorized use of mailing list(s); Unauthorized contact with the Organization’s charities and/or

sponsors.

 

vii) Misappropriation of funds.

 

At the end of the probationary year the College shall discuss the probated Monarch at the annual meeting and review his/her record. At the end of the probated period the College members in attendance shall re-vote with the college rep abstaining. In the event of a tie the college rep will cast his/her vote. This vote shall be final. As a result of this final vote the Emperor or Empress shall be admitted to or excluded from the College of Monarchs .

 

2.  Conditions for Removal from the College of Monarchs .  It must be noted that the College of Monarchs reserves the right to protect itself and its integrity and may refuse or revoke entrance to the College if an individual has committed gross infractions, conducted illegal activities or has otherwise committed heinous acts which could reflect poorly on the College or the I.S.Q.C.C.B.E. or, in any way, jeopardize the standing of the I.S.Q.C.C.B.E. as a 501(c)3 entity.

 

Any member of the College of Monarchs may petition the College for the removal of another college member for cause. Cause may be defined as, but not limited to:

 

a. Violations of the purposes and principles of the Organization set forth by its’

 

Protocol and By-Laws Manuals.

 

b. Conduct which brings discredit on the Organization

 

c. Misrepresentation of the Organization and/or its’ purposes and principles

 

d. Insubordination within the framework of the Court

 

e. Creation of dissention within the membership

 

f. Unethical use of the property, tangible and intangible, of the I.S.Q.C.C.B.E. Example: Improper use of title(s); unauthorized use of mailing list(s);  Unauthorized contact with the Organization’s charities and/or sponsors.

 

 

g. Misappropriation of funds.

 

The member requesting the removal of a College member must present his/her petition in writing to the college rep. The petition must include the reason(s) for the request for removal. The College of Monarchs will then call a meeting to hear arguments from the petitioner(s) and the accused monarch. The accused monarch shall present his/her case in person. Agents and/or emissaries will not be accepted. After hearing arguments from both sides the College members in attendance shall vote with the college rep abstaining. In the event of a tie there shall be a re-vote with the college rep voting to break the tie.

 

The vote or re-vote will decide to 1) find no evidence of wrong-doing and dismiss all charges or 2) find evidence of inappropriate activity on the part of the accused, but not of a nature severe enough to warrant removal from the College and shall impose a probationary period or 3) find the charge(s) well founded and deserving of removal from the College of Monarchs (Suspension).

 

 Each vote (case) shall be decided on its own merits, i.e.;

 

The College of Monarchs retains the right to establish the term (length of time) the college member in question is to be placed on probation or suspension. Said term may range from three months to one year. At the conclusion of the term of probation or suspension a vote shall be taken by the college members in attendance with the college rep abstaining. In the event of a tie the college rep shall cast the deciding vote. The results of this vote shall decide; 1) that the terms and/or conditions of the probationary or suspension period have been met and all sanctions shall be lifted and the college member shall be granted all rights and privileges of the College of Monarchs, or 2) there have been continued violations during the probationary or suspension period to warrant a) continuation of the sanctions in place or b) that the violations are of a nature that warrants the escalation of the member’s status to a more severe category or 3) find that during the probationary or suspension period the college member in question has committed acts and/or presented himself/herself in a manner which clearly demonstrates his/her lack of respect for or interest in the principles, purpose and/or mission of the I.S.Q.C.C.B.E. Such a finding shall result in permanent suspension from the College of Monarchs .  This vote of the College of Monarchs is FINAL and MAY NOT BE APPEALED.

 

3.  Definitions and Terms

 

            a. Probation:

 

Rights and privileges of the Monarch in question shall remain in tact. The monarch shall have the right to use his/her title(s), walk at in or out of town functions and perform using their imperial title.

 

A monarch on probation during his/her Dowager year may or may not be permitted their Anniversary Walk. A meeting of the College shall be called to discuss the severity of the offense(s) which led to the probation. A vote of the College members in attendance shall be taken with the college rep abstaining. In the event of a tie vote the college rep shall vote to break the tie. The result of this vote will determin whether or not the probated monarch is permitted his/her Anniversary Walk. This vote may not be appealed.

 

Any infraction of the rules and regulations of the I.S.Q.C.C.B.E and/or the College of Monarchs which occur during the probationary period will result in immediate suspension

 

b. Suspension: 

 

All rights and privileges of the Emperor or Empress in question are suspended. The monarch shall not vote in the College of Monarchs , walk in any In or Out of Town coronation or show and SHALL NOT use any titles which have been given to him/her by the I.S.Q.C.C.B.E. This prohibition includes, but is not limited to using Imperial and/or Permanent titles for Court sanctioned and non-supported events.  Suspension of a monarch shall be reported to the International Court System (I.C.S.) and to the member courts thereof.

 

c. Termination:

 

Should a future vote of the membership of the I.S.Q.C.C.B.E. result in the termination of the membership of the suspended monarch (see By-Laws for Termination of Membership) the following actions shall be immediate and irrevocable:

 

i.) All permanent titles of the terminated monarch shall be removed from records of the Permanent Title Holders of the I.S.Q.C.C.B.E.

 

ii.) The terminated monarch’s name and number shall read: “VACANT”

 

iii)  Proclamations issued by the terminated monarch shall be referred to the College of Monarchs for review and possible revocation.

 

iv)  PERMANENT TITLES ISSUED BY THE TERMINATED MONARCH SHALL NOT BE AFFECTED. Those titles have been earned and shall not be in jeopardy for other than personal wrong-doing.

 

D.        Governing of College Meetings.  The College of Monarchs shall hold scheduled meetings open to members within the College in good standing.  These meetings shall be presided over by the Chair of the College, who is the most senior member of the College who wishes to take the responsibility, who is a current dues-paying member of the organization, and who resides in the greater Cincinnati area.  (This position is offered in this manner:  Emperor I, Empress I, Emperor II, Empress II, etc.)  The primary responsibility of the chair is that of organization, including (but not limited to) recording of minutes, serving as parliamentarian, and preparing an agenda.

 No quorum is required at a College meeting; however, in matters of voting, majority rules and is calculated by the members present at the meeting.  Therefore, it is quite possible that decisions can be made without full College attendance at any meeting.  Furthermore, College members must be current dues-paying members of the ISQCCBE in order to be able to attend and to have a vote at College meetings.

ARTICLE III:  TITLE FORMATS

 

A.        Permanent and Non-permanent titles.

 

1.         Definitions

-          A permanent title is one that is granted to an individual for the lifetime of that person.  Any person elected or appointed to a monarchical position receives that title permanently upon his step-down.  He/She carries that title forever and may use it at any time, so long as its use does not violate the purposes of the Court.

 

-         A non-permanent title is one that is granted to an individual for the length of the reign of the bestower.  It expires upon the step-down of the Emperor and Empress who gave the title, and the individual may not use it from that point.

 2.         Privileges of reigning monarchs relating to titles include the following:

a)       Establish and bestow any non-permanent title to any individual.  If needed, this privilege extends to the revoking of said title.

b)       Appointment of an Imperial Crown Prince/Princess, which, by previous royal proclamation, becomes a permanent title upon the holder’s step-down.

c)       Granting of one permanent title to any individual

 

B.        Award Titles.  Award titles are titles that are earned by an individual during a Court-sponsored event, contest, or series of events.  They are not permanent titles.  Such examples span both the serious, including “ Miss Queen City 1996,” or “Entertainer of the Year 1995,” and the comic, including “Miss Magical Makeover 1994,” “Emperor II of All CBTs.”

 Protocol regarding award titles takes into consideration that the title recipient has in some way demonstrated talent or fund raising abilities.  Even though these titles are not permanent, they enjoy a unique privilege.  Generally, the award title is added at the end of the individual’s regular protocol during the year that the award title is current.  It is not used after that, except for a presentation at the event where it was originally earned.  For example, at each Miss Queen City contest, all past Miss Queen City winners are announced with their year at the end to be on stage for the crowning of the new Miss Queen City .  Other permanent or non-permanent titles are not read during this time.

C.      House Names / Court Names.  Each set of reigning monarchs will preside over their “Court” for the duration of their term.  That reign may name their “court” and their “house,” and both titles, if used, should reflect the personality and/or tone of the reign.

ARTICLE IV:  RANKING OF PROTOCOL

 

A.      Ranking of Permanent Titles.

Ranking of permanent titles is both easy and difficult.  While various Courts have different methods of ranking, the order that is used for the ISQCCBE is as follows:

 

1)         Empress and/or Emperor, by descending numerical order

2)         Imperial Crown Princess and/or Imperial Crown Prince, by descending numerical order

3)         Permanent titles (non-ICP) granted from the most recent reign that completed, generally with ladies ranking above gentlemen

4)         Permanent titles (non-ICP) granted from the most recent reign prior to above, generally with ladies ranking above gentlemen; this continues until all permanent titles granted during all reigns are ranked.

5)         DOBE permanent title granted from the most recent reign that completed

6)         DOBE permanent title granted from the most recent reign prior to above; this continues until all DOBE titles granted during all reigns are ranked.

In cases where an individual holds more than one permanent title, the higher title determines the rank, and it is at the individual’s discretion how many of the titles are read.  The higher number determines rank order for a duplicated monarchical position.

At this time there is no clause to address an individual with a permanent title from another recognized Court who has moved to our area and joined our Court, but who does not hold a permanent title with our Court.  The best suggestion offered is to maintain the rule of walking once with one’s highest title, even if it means being represented with a Court to which one is no longer affiliated.

 

B.        Ranking of Non-Permanent and Award Titles.

-  Award titles are ranked by their title and descending year (starting with the current year).  However, if an individual is using an award title

in conjunction with a permanent or non-permanent title, the rank order of those titles takes precedence.

 -Non-permanent titles have generally been left up to the discretion of the reigning monarchs, but the International Court System was based (loosely) on British royalty.  H.I.M. Empress XXI of San Diego , Nicole the Great, has provided “Gay Royalty - Rank of the Nobility,” which is as follows:

               1)         Emperor and Empress

               2)         King Father and Queen Mother

               3)         Prince Royale and Princess Royale

               4)         Crown Prince and Crown Princess

               5)         Imperial Prince and Imperial Princess

               6)         Prince and Princess

               7)         Grand Duke and Grand Duchess

               8)         Duke and Duchess

               9)         Baron and Baroness

              10)       Count and Countess

              11)       Viscount and Viscountess

              12)       Marquis and Marchioness

              13)       Lord and Lady

Note: Cincinnati does not have Rank 2, King Father and Queen Mother, and instead uses “Imperial Crown Prince” and “Imperial Crown Princess” in this place.

C.        Correct Usage and Ranking of Prefatory Initials.

 

The following addresses the correct order, ranking, and usage of prefatory initials, starting with the highest:

 1) “HMISM” for “His/Her Most Imperial and Sovereign Majesty” - this addresses a reigning monarch (Emperor or Empress)

 

3)       “HIM” for “His/Her Imperial Majesty” - this addresses any past monarch.

 

4)       “HMISH” for “His/Her Most Imperial and Sovereign Highness” - this addresses the reigning Imperial Crown Prince/Princess, as appointed by the reigning monarchs

 

5)         “HIH” for “His/Her Imperial Highness” - this addresses any past ICP.

 

ARTICLE V:              PRESENTATION OF PROTOCOL

 

A.        Coronations.  Protocol presentation at Coronations means that an individual’s title is read, and as it is read, he/she walks the runway to the monarchs on stage.  It is expected and understood that any monarch of a recognized Court will walk when in attendance at the Coronation ceremony of another recognized Court.

 The monarchs who are stepping down at a Coronation ceremony have a unique tool at their disposal: the runway.  While the length of the runway can sometimes be formidable, it is generally understood that the length one walks down the runway to greet someone corresponds directly to the level of respect for that person.  Similarly, a lack of respect may be shown by merely remaining seated or by leaving the dais.

 

If asked by a step-down monarch to be a guest to the dais, one does not refuse.  Guests of the dais generally should rise whenever their hosts rise, and be seated whenever their hosts are seated, though the hosts will many times beg, “Oh, no, don’t bother getting up - be comfortable!”  Guests of the dais do not use the runway as a means of greeting someone held in high revere, but a lack of respect may be shown by merely remaining seated.  Guests should not leave the dais until excused.

 

B.        State Functions.  A state function is one in which all monarchs are expected to dress in full regalia.  State functions will also include formal protocol and a College and reigning monarch walk, if deemed necessary.  At this time, Cincinnati ’s present practice is three state functions: Coronation ceremonies, Investitures, Miss Queen City Pageant and The Glammy's.  Other state functions may be added or deleted, under approval of the College of Monarchs .  These requests may be initiated by any College member or by a reigning monarch.

 

C.        Other Events and Performances.  Any time a reigning monarch is present he should be announced, preferably with his full title, but with the bare minimum of “HMISM," "Reigning Emperor/Empress," and name.  Informal announcements highlighting other prominent titleholders are encouraged, and the individual named may merely smile and wave.

 

D.        “Out and About”.  One duty of the reigning monarchs is to be visible to Cincinnati ’s community that elected them.  Therefore, as many informal “out and about” appearances that can possibly be mustered should be conducted.  These are independent of functions and events and certainly do not have to be in regalia.      

 

E.         Responsibilities and Courtesies of TitleHolders.   It is expected that any Court member in attendance at any Coronation will walk with his/her title.  Anyone not holding a title of “Emperor” or “Empress” from a recognized Court is expected to bow or curtsy before the monarchs on stage.

 

F.         Anniversary Celebrations

By royal proclamation from the House of Diamonds, anniversary celebrations are conducted only in decade increments and are measured from the individual’s step-down.  Therefore, Cincinnati ’s first decade anniversary celebration will be at Coronation XII, honoring and commemorating the 10-year anniversary of the step-down of the House of Saints (H.I.M. Empress I Angela St. James and in memory of H.I.M. Emperor I Billy Bolyard).

 

ARTICLE VI:  EXPECTATIONS OF THE EMPEROR & EMPRESS

A.        Correspondence

Correspondence is strongly suggested from reigning monarchs.  Generally, this would be reserved for acknowledgments, thank-yous, or sympathies, where appropriate.   It is not necessary to be too fastidious with this, but neither should people’s or organization’s efforts for the good of the Court be ignored, either.  Hand-written notes should be on 4" x 6" cards with the individual’s name embossed on the face of the card; typewritten notes should be on 8 1/2" x 11" paper that has the individual’s seal watermarked.    

 

A simple rule of etiquette mandates that if someone goes out of their way for you, you should acknowledge that: if someone goes to the trouble to buy you a gift and give it to you at your step-down, you should then take the time to write a thank-you note.  If an organization or individual goes to the trouble of assisting you with a major fund raising event, and/or provides continuous opportunities for your reign, then you can take the trouble to write a letter or note acknowledging that.

 

B.        Proclamations

Each reigning monarch, sometime during his reign or on the night of his step-down, may make two (2) royal proclamations.  These must be approved by the College of Monarchs before being announced and taking effect.  The idea behind these proclamations is to establish a precedent or a tradition as it relates to the Court, to protocol, or to the monarchy.

C.        Conditions for Admission to and Removal from the College of Monarchs

          It should have to go without saying that monarchs are expected to behave in a manner that dignifies themselves as well as the Court while demonstrating and having fun with this game and while conducting business.  Inappropriate behavior will be dealt with on an individual basis by the College of Monarchs and/or the Board of Directors.  It must be noted that the College of Monarchs reserves the right to protect itself and its integrity and may refuse or revoke entrance to the College if an individual has committed gross infractions, conducted illegal activities or has otherwise committed heinous acts which could reflect poorly on the College or the I.S.Q.C.C.B.E. or, in any way, jeopardize the standing of the I.S.Q.C.C.B.E. as a 501(c)3 entity (See also as described in by-laws Article III; purposes/functions and Article IV; election of monarchs).

 

D.        Apparel

            Each monarch should choose appropriate apparel to identify himself/herself at official functions.   Crowns and/or crown pins should be displayed as frequently as possible during the year of the reign. Reigning monarchs must look like “monarchs” at official state functions. A member of the College of Monarchs may appear in any tasteful apparel and be announced with his/her appropriate royal title.  This herein ends the debate about past Empresses not being permitted to walk at state functions unless in face.  This also applies to past Emperors who do not wish to wear crowns or regalia.  In other words, the view is this: once you step down, you have completed your year, and can wear anything (tasteful) you want. 

 

ARTICLE VII:  MISCELLANEOUS

 

A.      Line of Succession / Heir Apparent

The Court believes that anyone elected to a monarchical position will serve their term to the best of their abilities until its natural completion.  However, cases may arise where this does not happen, either due to death, resignation, or impeachment.  The line of succession and heir-apparent concepts are used for this purpose.

 

An heir apparent is the one individual named by a reigning monarch to serve as his immediate successor in the event of that monarch’s death, resignation, or impeachment.  Generally a monarch’s ICP is the heir apparent, but this is not absolute; nor is it absolute that a monarch name one.  What is absolute, however, is that the position of heir apparent is fully ethical and will not be used in an unethical or underhanded manner in order to elevate an individual to a position of monarch.  An heir apparent is not named by a person in the line of succession who ascends the throne as a regent.  Only one heir apparent may be named.

 The line of succession refers to the order in which ascension to the position of monarch occurs.  Obviously, the reigning monarch carries all rights, privileges, and powers associated with that position.  The line of succession begins with that monarch’s heir apparent, if named.  Otherwise, it proceeds backwards through the living members of the College of Monarchs who still reside within the realm, skipping the most recent reign:

 

Line of Succession for Emperor X           Line of Succession for Empress X

Heir-apparent                                        Heir-apparent

Emperor VIII                                           Empress VIII

Emperor VII                                            Empress VII

Emperor VI                                             Empress VI

 An heir apparent (or any member of the College of Monarchs ) who accepts the position of monarch is referred to as “Regent” during the balance of that reign (along with the initials HMISM).  An heir apparent (or any member of the College of Monarchs ) does not have to accept the position of monarch.

 

An elected monarch who is impeached or resigns is not awarded the title and number as a permanent title; in fact, no record of it will exist in the College of Monarchs .  The regent named from the line of succession will carry that title and be assigned the number upon completion of the reign.  A position that is vacated due to resignation or impeachment and is not filled from the line of succession shall always remain vacated.  The same is true for a "no" vote when the College does not fill the position.