Official Duties & Passwords

[slumber.livejournal.com]

Hi all!

It's that time again :)

Now, I'm going to ask that this be filled in ASAP. I'm giving you a fair bit of time so you can go back and add things if you suddenly realise that there's something else that you do that you haven't added.

These help us see exactly what you do, and if you need more help within a community, or more likely for us to figure out if you need a pay rise :)

So, for each position you hold, you could fill out the text box below about your official duties.

Click on the tag of this post to see previous ones.

<B>Position:</b> <B>Constant Activities:</b> e.g. Approve membership to your community <B>Weekly Activities:</b> e.g. Post activity round up <B>Monthly Activities:</b> e.g. Run two activities - submit for approval, run, submit points <B>Termly Activities:</b> e.g. Update the 'Duties' list <B>Sporadic Activities:</b> e.g. Put voting up for any officials positions that become available <B>If more than 1 mod, how are duties split:</b>


To give you a better idea, here is the one for being a HiH (Head) Mod.

Position: HiH Mods
Constant Activities:
Approve membership to Hogwarts is Home community.
Check your officials are meeting their activity levels.
Keep the userinfo up-to-date.
Approve activities.
Monitor as many sub-comms as possible for problems.
Deal with any queries related to The System or Hogwarts is Home in general.

Weekly Activities:

Monthly:
Generate monthly points/knuts/activity sheets.
Check the points are correct & fix any incorrect entries/track down the people responsible.
Ensure there are no duplicate member entries in The System.
Generate the repeated monthly activities e.g. Top Sorters.


Termly
Update the 'Duties' list.
Post a new FAQ & contact post.
Get each community checked that they have a FAQ & contact post.
Generate a list of all active members and ensure that each community does a memberlist cut.
Get passwords for all mod accounts and change them. Give to new officials.
Keep the master password file updated.
Update the userinfo with the new officials & points.
Put up officials applications, then voting, then new officials.
Run the termly layout contest.
Run the termly officials icontest.
Find someone to run the HiH Awards or run yourself.
Post a new officials contact post.
Post a new Suggestions/Complaints post.
Grant all officials access on The System.
Ensure all guides on The System are up-to-date. If a new guide is needed, find someone to write it/write it yourself.

Sporadic Activities:
Put voting up for any officials positions that become available.
Answer any questions from mods/members.
Preside over any disputes.
Provide back-up to all of your officials.
Take into consideration and discuss any proposals from members and non-members.
Vote on any special resorts.
Fix any problems that occur with the System.

If more than 1 mod, how are duties split:
Each of the five mods has a group of sub-communities that they look after, with the whole team there to provide support to any of the problems raised by the others. There are periodic round-up emails discussing all issues that have happened and ensuring that all members of the team are kept informed. There is also an Official TODO list which is kept updated as a google doc. Where people weigh in with their comments on ongoing issues.
Activities and voting at the end of the term (e.g. Layout and icontest) are split between the whole modding team. Point/knut/activity generation and activity approval still remain with the head mod (except not really...). Most System related issues are still with the main mod because she's got magic hands XD.

Passwords

Can you please email all of your passwords to hih.officials@gmail.com, even if you're returning we like to make sure nothing's been lost or forgotten through the term!

I'm going to leave this unlocked so potential officials can see the duties from the horse's mouth as it were :)

Comments

[caitieness.livejournal.com]

Position: Sorted Challenge Mod
Constant Activities:
-Approve membership to your community
-Monitor Contact post / PMs / email
-Monitor current challenge post for questions / entries that don't fit the challenge, etc

Weekly Activities:
-Submit challenges to the system (ideally we try to do this a couple weeks in advance but you know we don't always do that)
-Post challenge
-Post voting
-Post results

Monthly Activities:
-Post banners for winners (ideally this we'd do this more often but I hate making a post for like 2 banners)
-Submit points

Termly Activities:
-Run 2 banner maker challenges
-Run a Hogsmeade challenge (or 2) if you want

Sporadic Activities:
-IDK answer any questions?

If more than 1 mod, how are duties split: Morgan and I usually come up with the challenge together and then decide who will be around to post what that weekend.

[interchanges.livejournal.com]

Position: Clubs
Constant Activities:
Approve membership
Respond to PMs/comments
Check that club posts are tagged and formatted correctly (title, points, deadline, etc)

Weekly Activities:
Check club rosters and post weekly reminders in hh_clubsmods
Post weekly roundup of activities in hh_clubs

Monthly Activities:
Calculate, submit, and post Member of the Month
Choose and get Phoebe to approve Leader of the Month, then submit and post
Remind leaders to submit/fix their points, if necessary
Put leader on probation if they did not run an activity that month

Termly Activities:
Members cut
Update FAQ and Rules as necessary

Sporadic Activities:
Put up apps for open club leader positions, then choose a new leader, get them approved by Phoebe, set them up in the System, and post a welcome post for them in hh_clubsmods
Update userinfo when apps go up, a new leader is approved, and when they post their new roster
Discuss any bonus item requests with club leaders, Phoebe, and Diagon mod
Fill in for any club leader that asks for help on the club minion post
Brainstorming and social posts in hh_clubsmods

If more than 1 mod, how are duties split: We trade off on the weekly reminders/roundup. We both work on the MOTM spreadsheet. For everything else, it's whoever gets there first/whoever is available to do it.

[interchanges.livejournal.com]

Position: Ravenclaw Prefect
Constant Activities:
-Approve membership- Newly sorted members and returning members who commented on the returning post or were cleared by the votingmod
-Answer PMs and comments on Drop Post
-Monitor Common Room posts
-Keep activity spreadsheet up-to-date

Weekly Activities:
-Post sorting log with the week's apps and previous week's top sorters; submit top sorter points to System
-Post a welcome post for any newly sorted bb!claws
-Add newbies to the roster and update anyone's info that needs updating
-Post round-up of activities

Monthly Activities:
-Run the In-House contest and submit points to System
-Birthday round-up (optional)

Termly Activities:
-Run In-House Awards
-Plan and run at least one Viking Week
-Members cut
-Post activity spreadsheet at beginning of the term
-Update newbie guide and userinfo

Sporadic Activities:
-Snaps Cups
-Hogsmeade activities (optional)

If more than 1 mod, how are duties split: We switch off on posting the sorting log and weekly roundup. We alternate each month who runs the in-house and the other does birthdays. We divied up posting during our Viking Week. Everything else is whoever gets there first.

[growling.livejournal.com]

Position: Slytherin Prefect
Constant Activities:
- Approve membership for new and returning members.
- Answer PM's/comments
- Keep an eye on the community/common room posts
- Boost morale/participation

Weekly Activities:
- Post Sorting Log
- Post Last Week's Star Sorter of the Month
- Award 10 points to the Star Sorter of the Week via The System
- Post welcome messages for newly sorted snakes
- Match new snakes up with "big snakes"
- Update all spreadsheets (rosters, birthday posts, etc) as needed
- Post Activity Round-Up/Motivational Monday
- Snake Attack Sunday
- Post Birthdays/Gifts as needed
- Post Sorting Points to the System

Monthly Activities:
- In-house Contest: Generate idea, get approval, post/run & submit points to the system.
- Make sure all points have been submitted to the system

Termly Activities:
- Update all appropriate threads (welcome message, mailbox, links, leaving/returning posts etc)
- Organize & Run 1 Mascot Week
- Organize & Create Slytherin Yearbook

Sporadic Activities:
- Members Cuts
- Post Hogsmeade Reminders (as needed)
- Post OOTP/Animagus reminders (as needed)

If more than 1 mod, how are duties split:
One mod usually took care of Snake Attack Sunday/Motivational Monday and the Sorting Log/Star Sorter. The other mod handled the In-House and club nights. Constant activities were handled first come first serve. All other activities were split 50/50 and generally discussed beforehand.

[carola-d.livejournal.com]

Position: Animagus Mod


Constant Activities:
- Approve membership to the community
- Answer questions and control activities
- Add returning members to the registered animagus list

Monthly Activities:

ACTIVITIES (Two activities per month)
- Submit activities to the system
- Post the activity in the community with the instructions and the deadline
- Control the activities and answer any question
- Post the results of the activity (with the extra points for being an animagus and using an animagus graphic)
- Submit the activity points to the system

ANIMAGUS BATCHES (One per month, from 3 to 5 applicants)
- Check the applications in the Application Post to verify they cover all the requirements
- Inform the Applicants of their animagus number and when will their app drop
- Post the animagus batches posts
- Check for full points
- Create a spreadsheet with all the members and their votes and the type of animal. This spreadsheet is used to discuss the 4 choices, after the deadline.
- Make a graphic with the 4 choices, per applicant and calculate the points and knuts resulted in the batches.
- Post the Animagus batches choices post.
- Approve the animagus essay.
- Create and deliver the first animagus banner with their favorite style.
- Add the new animagi to the registered animagus list and the roster (with their essay and indicating they are active)

ANIMAGUS OF THE MONTH
- Choose the member with the highest level of participation and interest
- Create the animagus of the month banner
- Submit to the system the Animagus of the Month points

Termly Activities:
Update rules
Cut Members

Sporadic Activities:
- Social posts, some of them compliment activities
- News announcements to inform about changes in the community
- Reminders for activities and batches

If more than 1 mod, how are duties split:

JESS is in charge of the batches
- She checks the applicants
- She posts the monthly batches
- She calculates and submits the points to the system
- She writes the 4 choices post and makes the necessary graphics for this post
- She adds the new animagus to the list and the roster
- She does the animagus of the month, too. (Banner and post)
- She does the social posts (The scavenger hunt)

I, CAROLA_D, am in charge of the activities
- I submit the activities to the system for approval (two per month)
- I post the activities and control them
- I submit the points to the system
- I write the results post
- I check the animagus essays and make and deliver the banners
- I do the social posts that have some relation to the activities

WE BOTH DO
- We decide together the 4 choices
- If we have time we submit the points, if the other mod haven't done that yet
- We both check full points
- We both add returning members to the list
- We decide together who is the animagus of the month
- We both approve memberships
- We both answer to questions

This is how we usually organize ourselves, but if any of us is specially busy during a time, we just talk about it and change a bit the organization.
First time I do this, so I am sorry if this was too detailed or not enough (I really hope I don't forget anything). We have new passwords so I will send them to you ASAP!

[slumber.livejournal.com]

Position: Appeals
Constant Activities:
N/A

Weekly Activities:
N/A

Monthly Activities:
Submit Judge Salaries as applicable
Post social/discussions as needed

Termly Activities:
Update profile
Post rules/welcome
Post Applicant Questionnaire
Hire judges as needed

Sporadic Activities:
Coordinate appeal as they pop up:
- Review submitted appeal
- Obtain Prefect Questionnaire
- Coordinate a 9-day period for the appeal
- Schedule a sign-in post for a week out
- Review and drop the appeal
- Post the voting entry in hih_judges
- Post reminders as needed
- Tally the votes and summarize for applicant
- Announce switch of house (if applicable) in hih_officials
- Mark the appeal (date of appeal, new house) in The System

If more than 1 mod, how are duties split: NA

[slumber.livejournal.com]

Position: Sugarquill Mod
Constant Activities:
- Approve memberships (SQ has open membership now but you still need to check you're accepting legit people and not spammers)
- Tally points
- Tagging posts that need new tags

Weekly Activities:
- Schedule/Post New Week
- Schedule/Post Saturday Special
- Schedule/Post weekly social (Monday meme -- optional)
- Run Writer's Block over a two-week period:
-- posting submission
-- posting reminders
-- posting all entries for votes
-- tallying votes
-- posting results
-- submitting points

Monthly Activities:
- Submit SQ monthly points (automatically generated in System so no need to submit as activity)
- Posting the new months' prompts
- Posting the roundup of works created per month along with the points earned that month
- Running monthly bingo + creating banners for participants (Optional)
- Running Hogsmeade's Fic/Art Exchange every other month

Termly Activities:
- Running a fest/exchange (also optional, though everyone likes it)
-- posting sign-ups
-- giving assignments
-- following up with participants
-- scheduling posts to drop from SQ account
-- posting round-up at the end of the period
- SQ superlatives (optional)
-- posting nominations and reminders for nominations
-- running poll and posting reminders for poll
-- creating banners for winners and nominees
-- posting results

Sporadic Activities:
- Social posts (optional)
- Adding creator tags back

If more than 1 mod, how are duties split: NA

[tralfamadore.livejournal.com]

Position: Voting Manager
Constant Activities:
→ Approve or reject membership requests to hogwartsishome. If requests are rejected, send a message to the user encouraging him or her to visit the platform_934 community to apply.
→ Track application submissions. When an application is submitted to the queue, check that the user's journal is at least two months old and eligible for sorting. If it isn't, send them a message informing them of the issue. If it is, send them a message letting them know when they can expect their application to drop.
→ Check the Voting Manager Gmail account and private messages through LiveJournal and answer any questions that arise from members, applicants, or prospective applicants.
→ Approve requests from prior members to return to the community. Send them an invitation to hogwartsishome, post about their return in the hih_officials community, and ensure that their vault is active.
→ Watch voting on applications to ensure that rules are being followed and everything is in order. Begin preliminary tallying of sorting. (The latter isn't always necessary, but it's much easier if you do it along the way rather than waiting until the very last moment.)

Weekly Activities:
→ Do a final tally of votes when the sorting period is entirely closed.
→ Stamp each application with the official house they've been sorted into.
→ Tag the member's application post with the correct tags for sorted house and term.
→ Create a vault for the new member in The System.
→ Send out membership invitations for the hogwartsishome community.
→ Post an entry to platform_934 informing all members of how the applicants were officially sorted.
→ Drop new applications from the queue, post comments informing users of incorrect coding, short applications, or other issues as needed, and create house threads for each application.
→ Post an entry to platform_934 informing members of the number of applications for the week, including links to individual house threads.
→ If an applicant elaborates on his or her application, make an additional post in the platform_934 community encouraging members to have a second look and update their votes as needed.
→ Submit voting points for the week into The System. (Admittedly, however, I don't always do this on a weekly basis. You should have a good idea after your first week of just how much time this is going to take you, so you can adjust as necessary to fit your own schedule.)

Monthly Activities:
→ Ensure that points have been submitted and are correct.

Termly Activities:
→ Update the platform_934 and votingmod profiles as needed to reflect updated or changed information.
→ Create a contact post for the term in the votingmod account.
→ If necessary, create new posts for the returning members check-in and Twitter check-in. If not, ensure that you are tracking these posts so that you will be sure to get comment notifications on them.
→ Update the Sorting FAQ in the votingmod account as necessary.

Sporadic Activities:
→ Keep contact with Officials as needed. At the beginning of the term I had a discussion with the Officials about ways that members could earn their points and knuts for the week if we didn't have any applicants. Fortunately, *knock on wood*, I haven't had to implement this for the term, but it's something that I was eager to get in place and so I wanted to suggest it to whomever takes over the community in the future.

If more than 1 mod, how are duties split: NA


I feel like I'm probably forgetting things, ugh. But hopefully this helps.

[tralfamadore.livejournal.com]

Pssst: This post isn't unlocked, though. ;]

[slumber.livejournal.com]

dafasdfadfas Thanks for spotting that!

[nowheretogo26.livejournal.com]

Position: Flourish Mod
Constant Activities:
Approve membership to comm
Make sure all posts are correctly labeled and tagged
Update the points/unity spreadsheet
Keep userinfo updated with open/closed shops
Check PM's and emails
Check various posts -- FAQ, tag check, closing, suggestions
Approve or deny hiatus requests
Approve or deny new shops -- if added, update userinfo, add tags for their shop and invite to the _flourishmods comm
Keep the Flourish Directory updated as shops add new tags/are closed

Weekly Activities:
New week/Roundup posts on Sundays
Activity sweeps on Wednesdays

Monthly Activities:
Discuss monthly theme with Ing (a few days before the last Sunday of the month) and update userinfo & tag check post to reflect
Monthly points -- posted to the community and submitted to the System
Banners for monthly shop winners
(bi-monthly) coordinate Flourish at Hogsmeade -- signups, tag check, round-up, delivery posts, etc.

Termly Activities:
Update 'duties'
Update the userinfo with the new term's mods and contact info
Members cut
Flourish Superlatives -- noms, voting, results and banners

Sporadic Activities:
Social posts -- not as much this term :(
Icon/header contest -- we didn't do that this term
"Sigtag Bazaar" -- ran this term :)

If more than 1 mod, how are duties split:
For the constant activities, whoever had the time to do it did it. If it was something that needed discussing (i.e. the hiatus requests), we discussed it together first. For the weekly activities, I did the roundup posts, and Whitney did the sweeps. Monthly activities were alternated — one month, Whitney would make the banners for the top earners, the next month we'd switch. Mostly, we just kept in contact if we had any questions or concerns :) Whitney, feel free to add anything you think I missed!

[alwaysawkward.livejournal.com]

Position: HogwartsIcons (co)mod
Constant Activities:
- Approving posts in the queue.
- Adding posts to the weekly voting post at hih_iconmods.

Weekly Activities:
- Putting up a new queue post for that week at hih_iconmods.
- Keep tracking of activity posts (like the new week/prompts post or the 10 variations post) and answering any questions found there.

Monthly Activities:
- Submit points (this can also be done as each week finishes).

Termly Activities:
- Update any pages that require new/current info.
- Update user info pages for the following pages: hogwartsicons, hih_iconmods, hogwartsiconmod.
- Compose a new spreadsheet for the term for points listings.

Sporadic Activities:
- Approve any claims over at 10 variations.

If more than 1 mod, how are duties split:
As of this coming term, the duties won't be split so.... N/A? lol

[gryffinwhore.livejournal.com]

Position: Hogsmeade mayor
Constant Activities:
-Approve membership
-Respond to comments/PMs/emails

Weekly Activities:
N/A

Bi-Monthly Activities:

Before Hogsmeade:
-Announce Hogsmeade theme and date, after they're approved by Evy and you have run the dates past the stamping and flourish mods
-Post activity signups, social director signups, and banner contest
-Make activity spreadsheet with all submitted activity information and decide if any activities need to be modified, if things are not balanced, when they should be scheduled, etc.; send link to Evy for final approval
-Make schedule, using spreadsheet to help, notify activity runners of their time slot, and post schedule to community, along with banner requirements
-Select a social director from each house and invite them to social directors community; post planning and information posts; approve SD activities and make sure they post to CRs
-Choose banners and post results to banner contest
-Submit activities to System- 3 mayor, ball/afterparty, social director, bonus, banner contest
-Schedule social opening, friending meme and Puddifoot's, regular opening, closing, activity, and time slot posts. You will thank yourself later.
-PM activity runners encouraging them to either schedule their posts or send you a backup copy in case anything happens.

During Hogsmeade:
-Keep sidebar updated as activities are posted
-Run Hogsmeade chat
-Post ball, and afterparty; close ball and afterparty threads at appropriate times
-Respond to questions as quickly as possible
-Make sure other activity runners post within their timeslot- if not, PM them to find out what's going on; also make sure posts are correctly titled and tagged.
-Same for social directors
-Post round-up of activities once they're all posted

After Hogsmeade:
-Tally mayor activity points and social director points, submit to System. Also submit points for activity runners who are individuals and not a club leader or mod
-Post to social director community for SDs to submit who participated in their posts
-Calculate who earned what banners and badges; after all results are in, post banner winners, and submit bonus winners to System

Termly Activities:
-Update userinfo
-Post new helpdesk
-Members cut

Sporadic Activities:
-Reminders in hogwartsishome of what's happening

If more than 1 mod, how are duties split: Since Ellie and I both graphic (THOUGH SHE IS BETTER) we've been typically splitting those up (this past Hogsmeade she did mayor activity banners and I did the badges and we have done vice versa). We also do it where we split the ball and afterparty. It's normally first come first do for adding activity signups and comments to the spreadsheet as well as updating the sidebar. Whoever has more time tends to throw together the wording of the Mayor activities. Idk it's fairly chill and it helps that we have great communication and like each other :333

[pinkphoenix1985.livejournal.com]

Position: Puff Prefect
Constant Activities:
Approve membership to the community

Weekly Activities:
post sorting log
post activity round up post

Monthly Activities:
Post the in house activity

Termly Activities:
update the various guides

Sporadic Activities:
Run a Hogsmeade activity
Assign Big Badgers to Newbies

If more than 1 mod, how are duties split:
This term:
I took over the Sorting log and assigning Big Badgers
Crystal did the round up post

[pinkphoenix1985.livejournal.com]

Position: Order Mod
Constant Activities:
Check in with Phoenixes re: their tasks
Check if there are any requests from HiH officials

Weekly Activities:
There aren't any unless there is an urgent task to be done

Monthly Activities:
Decide on various tasks and missions (missions at the beginning of the year mostly)
Decide which Phoenix gets what task/mission

Termly Activities:
Decide when there is going to be a Month long mission and discuss theme with Phoenixes

Sporadic Activities:
Any urgent task gets posted to see who can volunteer for it

If more than 1 mod, how are duties split: N/A

[alex-parker.livejournal.com]

Position: Gryffindor Prefect
Constant Activities:
-Approve membership to your common room (new members, returning members)
-Update contact post (called Owlery)
-Update roster
-Make sure returning members have System access
-Monitor E-mail
-Approve Twitter & Tumblr followers
-Spreadsheet upkeep

Weekly Activities:
-Post New member welcome, if new members
-Post Top Sorters & Choose/note Star Sorter
-Post Weekly Activity Round Up
-Post Sorting Log and one sorting reminder

Monthly Activities:
-Run In-House Contest (submit for approval, run, reminder post, submit points)
-Post social posts
-Submit Top Sorter Points

Termly Activities:
-Post Contact/Suggestion post at start of term
-Update CR profile/housekeeping
-House Superlative Nominations/Voting/Winner Announcement

Sporadic Activities:
-Post various reminders
-Organize themed mascot weeks with points-earning motivation and social posts (we did 2 of these weeks this term)
-Keep up with birthdays/post in CR about them

If more than 1 mod, how are duties split:
-Regular tasks were split as follows-- New member welcome posts/Top Sorters/spreadsheet upkeep and Sorting Log/Weekly Activity roundup
-We alternated kind of who took the lead every other month, such as which of us managed the In-House Contest and things like Social Posts
-New member approval, checking e-mail, and other constant duties were shared just based on who was available.

[lotrangel17.livejournal.com]

Position: Daily Prophet
Constant Activities:
e.g. Approve membership to your community

Weekly Activities:
Post check-in post
Post submission post
Contact pinch writers as needed
Follow up on writers if articles are pending
Post activity results
Post new activity
Code/test/schedule posting for The Daily Prophet
Track staff attendance

Monthly Activities:
Submit activities
Update Ask Dumbledore list
Update Wicked Whispers list
Submit points: Ask Dumbledore, Wicked Whispers, DP Salaries
Submit points for activities
Add cut-off date comments to AD and WW entries

Termly Activities:
Submit all the points for all the months: Ask Dumbledore, Wicked Whispers, DP Salaries
Clean up the friends list
Clean up the UI
Schedule all the check-in and submission posts
Post the DP Schedule
Update the Flourish list with shop schedule
Update MotM with all featured members
Hire new staff writers (retain whoever wants to stay)
Update the template with the current term

Sporadic Activities:
- Pimp openings and hire writers as needed!
- Send MotM noms to writer if they come up
- Delete Flourish shops if they have closed
- Coordinate with interested parties for Feature articles

If more than 1 mod, how are duties split:
N/A

[prongsy.livejournal.com]

Position: Stamping Mod
Constant Activities:
- Approve Members

Weekly Activities:
-N/A

Monthly Activities:
-Run a stamping weekend:
--> Grant posting access to all members
--> Announce queue openings and general outline of procedures
--> Monitor the queue/keep an on-going spreadsheet of open spots
--> close queue once full/remove posting access to members EXCEPT those who have stamps (as they might need to edit; found this out the hard way)
--> create a stamping weekend schedule/post it
--> drop apps over 2 days according to the above schedule
--> make a round up after each day
--> announce end of stamping weekend/remove posting access from members who had stamps
--> tally votes for points/bonuses/etc
--> tally stamps for member's stamp
--> stamp member with sigtag and tag post
--> sum up results/add results to spreadsheet/add results to stamping directory
--> update trophy room or any incentive you might have to encourage voting

Termly Activities:
- Members cut

Sporadic Activities:
- Update bonus item spreadsheet

If more than 1 mod, how are duties split: N/A