On occasion, a player will somehow lose most or all of their records. This is a frustrating situation for both the player and for the Chapter Registry Committee. In this situation, the player may request that their Chapter Registry provide an Audit to reset their CAP, their PC data, and the amount of treasure owned by each of their PCs.
Please note that the Registry Audit process is not restricted to players without data, it is available to any member who wishes to invoke it. The Audit Process specified here has been approved at the Society level and is immediately available to all Chapters. The official policy on the Registry Audit Process resides in the Registry Handbook, v9, Appendix E.
This article has two sections. The first section contains Frequently Asked Questions (FAQ) and the answers to those questions. The second section is the Registry Audit Process.
SECTION I: REGISTRY AUDIT PROCESS FAQ
What is the Registry Audit?
The Registry Audit is a consolidation of forms between Chapter Registry and the members of that chapter. It is a comprehensive review of all CAP, EP and items a member has earned. When completed both Registry and the member will have not only have the same forms, but will also have an official count of CAP, EP and items to which both parties agree.
Why do we need a Registry Audit?
The Chapter Registry is a collection of records, not a collection of guesses. To correct any neglect and to allow a chapter to correctly move forward with CAP for Gold, the Registry Audit is required to provide accurate information on our membership. If a chapter requires an audit, then providing the audit allows the Chapter Registry to function as intended. A complete audit will make it much easier to transition from a paper registry to an electronic registry with accurate information as its foundation.
If I get an audit, what can I do to help myself keep an accurate file from this point forward?
It's very simple:
a) Keep ALL of your pink and yellow participant forms in a safe place!
b) Fill out your forms correctly with all required information every time!
(Ask a Reg. Rep for more info. if you would like to know exactly what me we mean.)
c) Fill out a CAP form every time you spend CAP on your character: Fate Points, CAP up level, CAP for Gold.
d) Keep a running total on your official yellow/pink forms of your CAP, EP and items values after every game
e) If you play out of state, give your chapter registry a copy of your pink sheet from that event.
f) Contact Registry every so often to see if your numbers match.
g) If the Registry Chair's house burns down or is ravaged by flood, please send them your copies when asked.
h) If you lose a form, contact Registry as soon as possible to request a copy.
What happens if I do not participate in the Audit?
a) Audits are only required in the case where a Chapter Registry's documentation for CAP, or for a character, is incomplete.
b) You will not be able to use CAP for Gold unless your records are complete and up to date - and the
Chapter Registry must approve your records.
c) Writers/Producers will have the option to say "audited characters only" may PC in a sanctioned event.
d) You may not know just exactly what you have in CAP, EP or items and if asked to produce proof, the
burden of that proof will be on you to provide your pink or yellow form with such proof. If you can not
prove it, then you may not be able to use it.
I've lost a lot of my pink sheets. What does that mean for my audit?
First of all, your Chapter Registry may have forms you may not have, and vice-versa. The very first thing they will do in the audit is to consolidate the forms from both parties. If you still have missing forms, it means both will review what you actually have proof of, what you think you have, and will work it out through the audit process. There are tools available to assist the Registry in fairly assessing all members, even members with missing forms.
I think I have illegal items. Does getting an audit mean I have to give them up?
No. If through the process you are found to have an illegal item, you will have a choice to either keep the item or give it up. Keeping the item will have benefits and penalties both, but the function and/or savvies of the item may or may not remain the same depending on if you want the item re-sanctioned or allowed as a legacy item. You do have the option to re-sanction your item so that it is no longer illegal in the current system.
What is the Treasure Reset Option?
This option is available to all members for any character of their choosing with or without complete records. It allows you to basically wipe clean your treasure and gold and start fresh with an amount of gold on par with what you "should" have for your EP. These values were based on what sanctioning allows for treasure out of games. You may even come out ahead of where you thought you were to begin with. It's a temping offer even to those of us who have kept all of our pink sheets.
This can be done ONCE per character.
If special circumstances arise, the member may apply to their Chapter Board for reconsideration of this limit.
Can I convert CAP for Gold at my audit?
YES! You may use the standard society-approved approved CAP-For-Gold rules. Of course you must have enough CAP to use this option.
Can I CAP up my character level?
YES! But the same rules apply as with any game. You may spend CAP to level up, but you still must play once at every level regardless of how much total EP to which your character has been CAPed. And you must have the CAP to spend.
WOW! This all sounds too good to be true! What's the catch?
The catch is in the limitations. Because we do not wish to see insanely overpowered characters come out of the audit we've implemented the following procedure with regard to treasure and CAP options.
Your audit will proceed in this order only:
Treasure Determination (Reset OR Treasure Audit, choose one)
CAP for Gold (yes or no)
CAP to apply to your Character's EP (yes or no)
In other words, you cannot CAP up your character's level and use that new EP total to reset your treasure or use CAP for gold. Since both those options are based in part off of your level and EP, we did not want to encourage it. So while you have these options available to you, remember that once you've completed one option, you cannot go back.
I want to get an audit. How do I get one?
Contact your Chapter Registry Chair. When you email them, please include the following information:
Last name, First name
Year started in IFGS
How many characters do you have and what are their levels?
How many characters do you plan to do a treasure reset on? If all, say "ALL".
Did you take any time off from the IFGS? If so, list the year(s) you did not participate in the IFGS.
If you are NOT doing a Treasure Reset, you will need the savvies of the item and the gp value of the
item using the CURRENT Bluebook for all of your items for each character being audited. Contact
the Chapter Sanctioning Committee for any help you need in pricing any item.
Please note that no Audit will be done on any Game-Day without prior approval from of the Chapter Registry.
SECTION II: THE REGISTRY AUDIT PROCESS
For an audit to be made available, the Chapter Board must direct that an audit be allowed for its members. In addition, an individual may request an audit from the Chapter Registry Chair, which is subject to approval by the Chapter Board.
Before the audit begins, the member should understand the options that are presented below for CAP, EP and Treasure determination. Registry and the member should review the forms that each have available in case one is missing forms that the other has. All forms should be consolidated for a complete record.
1. The member must first undergo the CAP Determination process to know how much CAP they have
2. Each character must then undergo an Experience Point Determination.
3. Each character must then undergo a Treasure Determination.
The member must decide for each character if this will be a Treasure Reset or a Treasure Audit.
4. All changes must be recorded in the Chapter Registry and a Character Record Form must be created for
each character audited.
5. The Chapter Registry Chair must submit a report to the Chapter Board for each member and character that
has undergone either an Audit or a Reset. This report will be a matter of public record.
6. By default a member can go through this process once per character, unless an exception is granted
by the Chapter Board.
Gather any documentation the member has on games that they wrote or produced by GAME. These are handled separately from other CAP transactions. If the member wishes to accept the default CAP for a given game day, this step may be skipped.
Separate by YEAR the documentation the member has where they earned or spent CAP for activities other than writing and producing. If the member wishes to accept the default CAP for a given year, this step may be skipped.
For writing and producing, CAP determination is done on a per-game-day basis. If a member has forms which indicate the amount of CAP earned for writing or producing on a given game day, then those values may be used; or a default value of 5,000 CAP per game day written and/or 5,000 CAP per game day produced may be used, whichever is greater. If you both wrote and produced a game day, you would receive both default awards, or 10,000 CAP if you chose to accept the default CAP award rather than use the CAP written on your forms.
The basic member participation CAP determination is done on a per-year basis for activity outside of writing and producing. If a member has forms which indicate the amount of CAP earned, then those values may be used, or a default value of 10,000 CAP may be used for that year, whichever is greater.
Note that until October 2007, CAP was earned at 200 CAP per hour of effort, with minor exceptions; and the current rate of 1000 CAP per hour was not introduced until July 2008.
CAP Activity CAP Earned
For each game day written 5,000 or documented CAP for that game day, whichever is higher
For each game day produced 5,000 or documented CAP for that game day, whichever is higher
Basic member participation CAP 10,000 or documented CAP for that year, whichever is higher
If a member does NOT have supporting documentation for a game they claim to have written or produced, then the archives may be searched for such supporting documentation. If no documentation exists for such a claim, then by default the claim is rejected, subject to appeal to the Chapter Board.
EXPERIENCE POINT (EP) Determination -
Separate the PC documentation the member has by CHARACTER, including any CAP applied. If the member wishes to accept default experience and treasure reset for all characters, this step may be skipped.
Players have three options:
EP is assigned at a total of 12,000 EP per active year, to be allocated among all of the characters belonging
to the member.
The EP Audit is an option if the player has any sheets for any of their characters.
The player uses the available documentation to determine the highest level specified for each character. If
the EP on this documentation does not add up to the minimum EP required for that level, then the EP for
that character is set to the minimum EP for that level.
Keep Documented EP
The sum of the documented experience earned for a character becomes the total EP for that character.
Players have two options for treasure determination: a Treasure Reset or a Treasure Audit. A treasure audit requires that you get treasure values and savvies for all your character's items in addition to documentation showing when your character obtained each item. If you are going to do a treasure reset on your character, then getting treasure values and savvies for your character's items is not necessary and will greatly reduce the time it takes to complete your treasure determination.
A treasure reset allows your character a certain amount of gold, based on the experience determined for the character. This gold may be kept or may be spent to purchase items - in any combination. A basic item list should be available from your local Sanctioning Committee. Anything not on this basic magic item list is still available if it can be priced legally under the current Bluebook. Any item purchased during this process that is not listed on the basic magic item list must be approved by the Chapter Sanctioning Committee before it may be used.
Each character that undergoes a Treasure Reset uses the EP determined for that character and gets the following percentage of the EP of the character in gold. All other treasure in any form that was possessed by the character is now permanently gone, including crocks, curses, and lost or gained life points. At this point, your new gold can be used to purchase items, including items in the basic magic shop list, and other items as described above. The following chart determines the amount of gold that will be allocated to your character:
Treasure Reset Percentage Chart
Character Level Percentage (of EP that becomes gold)
2nd - 4th 50%
5th - 7th 60%
8th - 10 70%
If you plan on doing a Treasure Reset, please review the basic Treasure Reset magic shop list and have in mind what you will be buying prior to undergoing the Treasure Reset in order to speed up this process. It is recommended that a representative of the Chapter Sanctioning Committee be present during this portion of the Treasure Reset process.
1) Get a list of each character that you want to be audited. Have a list of the items possessed by each
character and their savvies.
2) Gather as much supporting documentation as you can find to support the claims made for each character.
3) If a character has any undocumented treasure claimed, then the max amount of treasure for that character is
their [EP times the
percentage by level of the PC] as per the chart below:
Treasure Audit Percentage Chart
Character Level Percentage (of EP that is the max treasure)
2nd - 4th 40%
5th - 7th 50%
8th - 10 60%
4) If the treasure for a character is not fully documented, the character may claim up to 30% of the total
treasure for the character in undocumented treasure.
- Any treasure item that is documented is valid, but it might not be legal under the new Bluebook.
- An item is validated if it has the pink sheet/game report in which the item was acquired
- Documented items that are no longer legal must be priced as per the original Bluebook under which
the item was originally sanctioned, or under the current Bluebook if the original cannot be
- All other pricing must be done in the current Bluebook.
5) Resanction illegal items. If it is determined that an item your character owns is illegal and you would like to
make it legal, you may request that the chapter sanctioning committee re-sanction the item so that you may
use it in future games without the restrictions placed on illegal items.
CAP for Gold
Once your character's EP and treasure are determined as described above, you have the opportunity to apply CAP for Gold to each character as per the standard Society CAP for Gold policy.
CAP for EP
After you have completed the other steps in the audit process, you may apply CAP to your character's EP as per the normal rules for applying CAP to EP.
After The Audit
Now that your characters have complete and accurate information, please KEEP them that way by ALWAYS completing your Gamer Experience Forms accurately and completely after each sanctioned IFGS event.
Care for and treasure your own files!
Please contact your Chapter Registry Chair if you have any questions. If they cannot help you then please have them contact the Society Registry Chair for the requisition clarification.
Society Registry Chair