Upkeep Division Procedures

Division Roles and Associated Privileges

Requesting a Role

Role requests are to be sent through to the Upkeep Division Modmail by an appropriate authority. Some quick rules are:

Any Division Head may submit a request for a member to be added to the division.
Any vacating Division Head may select their replacement with the exception of ID.
TD may request individuals be granted Game Master role.

If you have any doubts you should seek clarification from a more experienced Upkeep Division member or the Upmonarch.

Processing a Role Request

Once the below has been completed ensure you respond to the initial Modmail informing them that their request has been completed.

Advisory Board

You will require access to the RunnerhubUpkeep Discord account to assign this role.

Runnerhub OOC Discord Role - "Advisory Board"
Shadowsea Discord Role - "Advisory Board"

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Granted Full Permissions as Moderator
Edit Flair to read “AB Member” or “AB/”+Secondary Role
- Eg. “AB/TD” or “AB/RD”
Edit Flair to use “AB” CSS Class

r/Runnerhub:

Granted Full Permissions as Moderator
Edit Flair to use CSS Class “AB”

r/HubExecutiveBoard:

Grant Full Permissions as Moderator

Division Head (RD/TD/ID/CCD/UD)

Runnerhub OOC Discord Role - ”Division Head”
Shadowsea Discord Role - “Division Head” 
TD Head also requires Shadowsea Discord Role - “TD Head”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Runnerhub:

Granted Full Permissions as Moderator

Rules Division

You will require access to the RunnerhubUpkeep Discord account to assign this role.

Runnerhub OOC Discord Role - ”Rules”
Shadowsea Discord Role - “Rules”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Added as an approved submitter
Edit Flair to read “RD Member” or Secondary Role+”/RD”
- Eg. “RD/CCD” or “EB/RD”
Edit Flair to use “RD” CSS Class unless Advisory Board

r/Runnerhub:

Edit Flair to use CSS Class “RD”

r/HubRules:

Grant Full Permissions as Moderator
Edit Flair “RD Member” or “RD Head” dependent on role.

Thematics Division

Runnerhub OOC Discord Role - ”Thematics”
Shadowsea Discord Role - “Thematics”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Added as an approved submitter
Edit Flair to read “TD Member” or Secondary Role+”/TD”
- Eg. “TD/CCD” or “EB/TD”
Edit Flair to use “TD” CSS Class unless Advisory Board
Grant Flair and Posts as Moderator

r/Runnerhub:

Edit Flair to use CSS Class “TD”

r/HubGMApps and r/HubThematics are managed by TD internally and not Upkeep's responsibility.

Interpersonal Division

Disclaimer: Interpersonal often manages roles internally due to the training required for their role. Upkeep will rarely be required to process Interpersonal Division requests.

Shadowsea Discord Role - “Interpersonal”
On Request
Runnerhub OOC Discord Role - ”Interpersonal”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Added as an approved submitter
Granted Access and Posts Permissions as a Moderator.
Edit Flair to read “ID Member” or Secondary Role+”/ID”
- Eg. “ID/CCD” or “EB/ID”
Edit Flair to use “ID” CSS Class unless Advisory Board

r/Runnerhub:

Granted Access and Posts Permissions as a Moderator.
Edit Flair to use CSS Class “ID”

r/HubID is managed by ID internally and not Upkeep's responsibility.

Character Creation Division

Runnerhub OOC Discord Role - ”CCD”
Shadowsea Discord Role - “CCD”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Added as an approved submitter
Edit Flair to read “CCD Member” or Secondary Role+”/CCD”
- Eg. “TD/CCD” or “EB/CCD”
Edit Flair to use “CCD” CSS Class unless Advisory Board

r/Runnerhub:

Edit Flair to use CSS Class “CCD”

r/HubChargen:

Granted Flair and Mail Permissions as Moderators

Upkeep Division

You will require access to the RunnerhubUpkeep Discord account to assign this role.

Runnerhub OOC Discord Role - ”Upkeep”
Shadowsea Discord Role - “Upkeep”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Added as an approved submitter
Edit Flair to read “UD” or Secondary Role+”/UD”
- Eg. “TD/UD” or “EB/UD”
Edit Flair to use “UD” CSS Class unless Advisory Board

r/Runnerhub:

Edit Flair to use CSS Class “UD”

r/HubKeep:

Granted Full Permissions as Moderators

Runnerhub Wiki - Will need to be completed by the Upking/Queen

Account Created
Grant Wiki Permissions

Trello

Invite to Upkeep Requests Trello
Set Permissions to “normal”

Game Masters

Runnerhub OOC Discord Role - ”GM”
Shadowsea Discord Role - “GM”

You will be required to log into the RunnerhubUpkeep Reddit account to process the following.
r/Shadowsea:

Added as an approved submitter

r/Runnerhub:

Edit user flair if it is still the default "Runner" flair and change it to read "Johnson"

Removal/Resigning from a Role

Resigning from a role may be done by submitting an Upkeep Division Modmail or less preferably via Direct Message(DM) to an Upkeep Division Member. If an Upkeep Division member receives such a message they are to reply with: Just confirming you wish to have your Runnerhub and Shadowsea roles and associated privileges removed by Upkeep?

You are to screenshot the reply removing any information that is not required and send a modmail through to the Upkeep Division Modmail as well as a reddit message to the relevant division head containing the screenshot and informing them that their member has resigned.

Removal may be requested by the relevant Division Head and may only be done by submitting an Upkeep Division Modmail confirming that they will/have contacted the member and explained the reason for their removal.

In the case of Advisory Board requesting that a Division Head removed they are to send an Upkeep Division Modmail or a Reddit Message to the Upking/Queen who will then screenshot and forward the message onto the Upkeep Division Modmail and the request actioned.

Process of Role Removal

Refer to Processing a Role Request and the privileges associated with a role for what should be removed on removal/resigning.

Below is a short checklist to assist.

Remove Runnerhub OOC Discord Role
Remove Shadowsea Discord Role
- If they have no other roles they are to be kicked from the Shadowsea discord.
r/Runnerhub
- Remove CSS Class and replace if in another role.
- Remove as moderator if required.
r/Shadowsea
- Remove CSS Class and replace if another role.
- Remove or change moderator privileges.
- If no requirement to access remove as an approved submitter.
Check Role Specific Services for other possible removals.

Submitting a Ticket

Submitting a ticket allows Upkeep to track and action any requests or issues related to the services that they support. To submit a ticket fill out the Upkeep Division Ticket form.

What we need?

Please Submit the subject of your request
Per the Upkeep Division Ticket form we require that you title the ticket appropriately and as clearly as possible. This ensures that should Upkeep receive an influx of tickets we are able to prioritise accordingly.

Please explain your request in detail
Please go in depth as possible with your request as it is key to us actioning your ticket that we clearly understand what it is that the ticket is for. If this is related to a broken link a screenshot of where this is located as well as a hyperlink to the page you found it can ensure a quick resolution.

If your request relates to any official documentation changes, evidence of the correct procedures or authority will be required for Upkeep Division to action.

What is your reddit /u/name?
Please enter your reddit name and ideally your discord handle so that we can contact you directly should any clarification on the ticket be sought. If no name is entered into this field Upkeep Division reserves the right to archive/delete the ticket.

House Rules Wiki Changes

Similar to the process of submitting a ticket, Upkeep requires that the ticket contain the Rules Discussion Thread from r/HubRules as well as written confirmation that the Rules Division Head has authorised this changed.

This is based on guidance Upkeep has received from the Advisory Board that if a change is important enough to require codifying on the House Rules Wiki that a Rules Discussion Thread is required.

Bot Breakdowns

CalendarBot

When Upkeep receives a report that the Calendar bot is down first confirm that the template has been followed and the correct calendar bot tag has been used eg.{YYYY-MM-dd hh:mm (UTC) }

If the above appears correct the current process for getting the bot back up and running is to reddit message u/Ucuri from the Hubkeep modmail and politely inform them that the CalendarBot is down and request that when convenient for them could they please restart it.

Please remember that Ucuri is providing us a free service and as such we should have no expected response time or time until the service resumes. Upkeep Members are to be respectful and polite.

IC Chatroom Permanent

When the IC Chat Bot fails to delete a room an Upkeep member will be required to log into the RunnerhubUpkeep Discord Account. They will then need to go to the Runnerhub Datahaven discord server. Right click the channel that requires deleting and click “Delete Channel”. A warning will appear asking if you are sure. Confirm that this is the channel that requires deleting and if it is click the “Delete Channel” button.