PD-BOD-0010 Membership Policy

PD-BOD-0010

1. Pursuant to the bylaws, qualifications or requirements for membership in this organization shall be defined and codified within one of the supplemental governing documents designated by the Board of Directors. Dues owed by members shall also be defined and codified within one of the supplemental governing documents designated by the Board of Directors. (Article I).

2. Membership in TRMN is a privilege extended by the Board of Directors to any eligible person regardless of race, religion, sexuality, gender identity, ethnic background, or any other protected class.

3. To become a member of TRMN requires the following information:

a. Legal name (pseudonyms can be approved by the 5SL if a distinct need is shown for them)

b. Address, for mailing necessary organizational material

c. Email, for the online list-serve, database access, and TRMN forum access

d. Date of Birth

e. Division the individual wishes to join

f. Desired Chapter (if known)

g. Phone number is requested but optional.

4. All members must be 18 years of age unless a parent/guardian is currently a member.

5. Interaction with and activities by any member under the age of 18 shall be governed by youth related policies. (Ref. PD-BOD-4100 Youth Policy)

6. The following documents and databases are to be considered confidential and shall be controlled in distribution and shall be known as “The Official Secrets Act”:

a. The online membership database – All members shall only have access based on the needs of their position within TRMN. Each member will have access to view all their personal information collected/stored by the organization.

b. Financial Documentations – These documents will only be made available to those in leadership positions as needed and as directed by state and federal law, except for the Board of Director’s

quarterly financial reports filed by the treasurer and made part of the Board’s minutes. These shall be made readily available to the membership.

c. All BuTrain answer keys and student’s work – Access will be determined by BuTrain based on staff position requirements. No course documents shall be shared with anyone who has not successfully

completed that course, except with those engaged in the education process.

d. Any additional documents relating to membership records or member finances deemed to require extra protection to ensure the safety of TRMN membership’s personal and financial information.

e. Any documents provided to TRMN by BuNine, Words of Weber, or David Weber’s representatives, and deemed as covered by the Board of Directors.

f. Any additional documents or systems approved and communicated by the Board of Directors.

7. The following rules shall be followed by all members and be known as “The Code of Conduct”:

a. I will respect the rights of all members.

b. I will never let personal or societal prejudices color my interactions with other members.

c. I will strive to never bring dishonor upon the Royal Manticoran Navy or its subgroups.

d. I will maintain an appearance appropriate to my duties and never bring dishonor to the uniform.

e. I will treat those who report to me with dignity.

f. I will respect those to whom I report.

g. I will abide by the Official Secrets Act.

h. I will strive to defuse confrontations, not cause them.

i. I will be the first to offer praise and always the last to criticize.

j. I will always praise in public and criticize in private.

k. I will always work to be part of the solution, never the problem.

8. TRMN Maintains zero tolerance for harassment. Those found to be in violation will be referred to the Disciplinary Committee for action.

a. If an incident occurs at an event with TRMN personnel, the person who noticed the harassment, or to whom it was reported, should report the incident per the policies and procedures in place for the

event/convention in which the harassment occurred and should also pass the incident on to the highest-ranking TRMN Officer present at the event.

b. If an incident occurs between TRMN personnel outside of an event, the person who noticed the harassment, or to whom it was reported, should report the matter to an appropriate higher authority

(e.g., CO, XO, echelon command, etc.) up to and including the Chief Legal Officer and/or the Chair of the TRMN Disciplinary Committee.

c. If the harassment results in criminal or civil findings, in an appropriate criminal or civil court, and the harasser is a TRMN member, disciplinary proceedings will be started per TRMN’s disciplinary policy.

d. TRMN will always strive to create a safe space during all of its events and parties. These spaces should be labeled as such. A "Safe Zone" is defined as any TRMN area with a “Safe Zone” sign. This

can include the Party Room, any established TRMN Lounge, and the TRMN Recruiting table or Booth if it is signed as such.

9. Physical or psychological hazing and initiations are prohibited and may not be included as part of any TRMN activity.

10. TRMN does not allow any internal ‘secret organizations’ as part of its fan experience. Those found to be in such a group will be referred to the Disciplinary Committee for action.

11. The organization does not discourage membership with other Science Fiction Fan Groups except if the group is openly hostile toward this organization, in which case you shall be asked to choose which you prefer to be a member of.

a. “Openly hostile” is defined as any action which is directly detrimental to TRMN via words, actions, or any media or violates any of the legal rights TRMN maintains over its property.

b. The Board of Directors will determine when there is open hostility.

12. Individual members are allowed to create Fan Fiction and Art. However, due to our unique relationship with David Weber and based on his wishes, the organization shall not post or reproduce any Fan Fiction on or in any of its materials, including web pages, newsletters, and any other publication.

13. The Board of Directors and Disciplinary Committee reserves the right to suspend or deny membership to any person for any cause it deems just. This includes, but is not limited to; commission of a crime, being placed on probation or parole, violations of bylaws, policies or admiralty orders, dangerous behavior toward other members or non-members, or actively and knowingly working to damage TRMN financially, physically, or by reputation.

14. The Board of Directors and Disciplinary Committee reserves the right to tailor suspensions or denial of membership to the circumstances presented, and issue suspensions or denials if it feels appropriate given the particulars of any complaint in front of it.

15. The Royal Manticoran Navy, The Official Honor Harrington Fan Association, is an apolitical organization dedicated solely to the enjoyment of the Honor Harrington series of novels by David Weber. While we

respect and acknowledge the rights of all persons; it is not appropriate to advocate for a politician, political position, or politically charged cause while engaged in TRMN activities or wearing a uniform.

16. All members will belong to only one Division within the organization.

17. New members will be assigned the lowest rank based on their Division and age.

18. Excluding the lowest rank, obtaining any rank is a privilege and not a right.

19. All members, except those in the most senior-level leadership position, shall be attached to a chapter and shall be only attached to a single chapter at a time. This does not preclude additional assignments that members may fill in the organization

20. Members are allowed to transfer their membership between Divisions and Chapters at any time.

a. There shall be a 3-month waiting period imposed after any transfer.

b. Certain positions (i.e., chapter triad, etc.) will require a delay in processing of any transfer until after a replacement is established.

c. Time in grade will be reset upon completion of transfer to the new division.

d. Transfers must be submitted to BuPers (or via Medusa) by the individual in question.

e. Some chapter transfers will be automatic for certain high-level positions.

21. Specific Division membership shall never be a prerequisite to hold any position in this organization except for Divisional Vice Presidents and their deputies.

22. No member may wear more than two “hats.”

a. All positions within TRMN will be rated for the number of hats they involve (0 to 1.5 in half increments).

b. General rule for number of hats:

i. 1.5 hats for Divisional and Bureau Heads and their Deputies

ii. 1.0 hat for Chapter Leadership, Academy Administrators, Fleet Commanders and their Deputies, and Bureau and Service Staff

iii. 0.5 hat for Academy Instructors, Chapter, Fleet, or Divisional Staff, and members of the House of Commons (MPs)”

c. BuPers will maintain a list of all billet hat assignments. Individuals will have their hat assignments determined by agreement of the direct supervisor and the head of BuPers when filled.

d. The final arbiter on if someone is exceeding this rule will be the Head of BuPers.

23. Background checks will be required for all members who have additional permissions in MEDUSA that meet the following criteria:

a. Members who can see more than one unit (chapter).

b. Members who are in command of a unit with greater than 25 members.

24.This document will supersede/replace the following Orders and Directives:

AO 0801-01, Dual Membership
AO 0801-03, Age Restriction on Command Level
AO 0801-10, Membership Expiration
AO 1102-03, Fan Fiction
AO 1301-01, Revocation of Admiralty Order 0801-10
AO 1306-01, Harassment Policy-Zero Tolerance
AO 1401-02, Transfer Requests
AO 1412-02, Transfer Requests
AO 1511-07, The Official Secrets Act-Updated
AO 1602-02, Clarifying the “Two-Hat Rule”
AO 1707-02, Retirement from Active Service
AO 1707-03, Branch Transfers

Record of Changes

Amendments may, from time to time, be proposed to, or by, the Board of Directors. Any amendments will be considered and voted on as necessary. All amendments that have been passed will be noted below.

Effective Date	Subject	Proposed By
	Initial Approval	Board of Directors
	Changing 6b to allow sharing of quarterly financial reports	Board of Directors
	Adding #23, removing 16, updating 7b	Board of Directors
01 December 2024	Added AO 1401-02 to #24	Board of Directors