Tips to Secretaries

LIST OF ABBREVIATIONS
A list of Abbreviated Titles and Suffixes does not appear in the Statutes anywhere so here, for the sake of uniformity, is a recommended list.
GRAND RANKS
	Grand Master	M.Em.& S.G.M.	M.Em.Kt.
	Past Grand Master	P.G.M.	M.Em.Kt.
	Grand Seneschal	V.H.& R.Em.G.Sen.	R.Em.Kt.
	District Grand Prior	D.G.P.	R.Em.Kt.
	Grand Prelate	G.Prel.	V.Em.Kt.
	Grand Constable	G.Const.	V.Em.Kt.
	Grand Registrar	G.Reg.	V.Em.Kt.
	Grand Marshal	G.Mar	V.Em.Kt.
	Grand Secretary	G.Sec.	V.Em.Kt.
	Grand Treasurer	G.Treas.	V.Em.Kt.
	Grand Chancellor	G.Chanc.	Em.Kt.
	Deputy Grand Marshal	Dep.G.Mar.	Em.Kt.
	Grand Almoner	G.Alm.	Em.Kt.
	Grand Herald	G.Her.	Em.Kt.
	Grand Standard Bearer (Beauceant)	G.Std.B.(B).	Em.Kt.
	Grand Standard Bearer (Vexillum Belli)	G.Std.B.(VB).	Em.Kt.
	Grand Master's Banner Bearer	G.M's Ban.B.	Em.Kt.
	Grand Sword Bearer	G.Swd.B.	Em.Kt.
	Grand Aide-de-Camp	G.A-de-C.	Em.Kt.
	Grand Warden of Regalia	G.Wdn.Reg.	Em.Kt.
	Grand Chamberlain	G.Chamb.	Em.Kt.
	Grand Captain of the Guard	G.Capt.Gd.	Em.Kt.
	Grand Organist	G.Org.	Em.Kt.
	Grand Guard	G.Gd.	Em.Kt.
	Knight Grand Cross	GCT
	Knight Commander of the Temple	KCT
DISTRICT GRAND RANKS
	District Grand Prior	D.G.P.	R.Em.Kt.
	District Grand Sub-Prior	D.G.Sub-P.	Em.Kt.	(Ven.Kt.)
	District Grand Prelate	D.G.Prel.
	District Grand Constable	D.G.Const.
	District Grand Registrar	D.G.Reg.
	District Grand Marshal	D.G.Mar.
	District Grand Secretary	D.G.Sec.
	District Grand Treasurer	D.G.Treas.
	District Grand Chancellor	D.G.Chanc.
	Deputy District Grand Marshal	Dep.D.G.Mar.
	District Grand Almoner	D.G.Alm.
	District Grand Herald	D.G.Her.
	District Grand Standard Bearer (Beauceant)	D.G.Std.B.(B).
	District Grand Standard Bearer (Vexillum Belli)	D.G.Std.B.(VB).
	District Grand Banner Bearer	D.G.Ban.B.
	District Grand Sword Bearer	D.G.Swd.B.
	District Grand Aide-de-Camp	D.G.A-de-C.
	District Grand Warden of Regalia	D.G.Wdn.Reg.
	District Grand Chamberlain	D.G.Chamb.
	District Grand Captain of the Guard	D.G.Capt.Gd.
	District Grand Organist	D.G.Org.
	District Grand Guard	D.G.Gd.
	Grand Master's Body Guard	G.M's B.Gd.

THE BEAUCEANT SALUTATIONS ARE:
	The Grand Master	11 times
	Past Grand Masters	11 times
	The Grand Seneschal	9 times
	Past Grand Seneschals	9 times
	Other Right Eminent Knights	7 times
	Very Eminent Knights	5 times
	Eminent and Venerable Knights	3 times
	New Knights	3 times

The United Great Priory in New Zealand
*Tips for Secretaries*

INSTALLATION PROGRAMME PREPARATION
All too often, installation programmes are received a few days before the installation date, only to find the same errors occurring yet again. This short note is an attempt to go some way toward alleviating some of these anomalies. It is presumed that one is using a desk-top publisher or a word processor.
1.	WE ARE :-
	a) THE UNITED GREAT PRIORY IN NEW ZEALAND b) DISTRICT GRAND PRIORY
		a) Is 'The United GREAT Priory IN New Zealand' and
		b) Is 'DISTRICT GRAND PRIORY'
	Great Priory is 'GREAT' and 'IN'
	District is 'GRAND'
2.	MARSHALL — or — MARSHAL ?
	—There's one L of a difference.—
		Mr. Marshall has two LL’s in his surname,
		Our Preceptory or District Marshal has only one 'L'.
		I repeat:- One L in Marshal ................
	(Just get your spell checker to look for Marshall and change it to Marshal ........).
	NB. In former Scottish Preceptories, now operating under the United Great Priory, it was decided that the term ‘Fratre’ would become 'Bro.Kt.', and 'Mareschal' would become 'Marshal' in the Temple and Malta Degrees. Some Preceptories persist with Mareschal, no-one has the right to tell them that this is wrong, but strictly speaking it is not correct.
3.	The Deputy District Grand Marshal.
	He is NOT the District Grand Deputy Marshal.
		Thus:- Deputy District Grand Marshal
		or Dep.D.G.Mar.
		NOT :- .D.G.Dep.Mar.
4.	Abbreviations:- One of the biggest inconsistencies we have, is with our abbreviations. (See 'List of Abbreviations' below for details)
		If you are abbreviating titles/ranks,
			abbreviate nothing, or
			abbreviate the whole title, and
			abbreviate them all, and
			abbreviate everyone the same.
	(i.e)	District Grand Marshal
		District Grand Secretary, or
			D.G.Marshal
			D.G.Secretary, or
				D.G.Mar.
				D.G.Sec.
				NOT	D.G.Marshal
					D.G.Sec.
	You may decide to use full titles and ranks on the front of your programme, then switch to abbreviations on the inside. This is fine, but do not ‘mix and match’ in the same list; unless space absolutely dictates that you must.
5.	The Aid-de-Camp
		The plural of Aide-de-Camp is Aides-de-Camp Hence the plural abbreviation is A's-de-C.
	(i.e.)	There is more than one Aide, but still only the one camp.
6.	Preceptor/Prior Elect.
		Use the Preceptor Elect's full name on the front of the programme so that the Acting Marshal is aware of his Christian names before-hand.
7.	Programme Layout.
		Check the layout of the programme against the Installation ritual. Often the programme has a mind of it's own which bears little relationship to the chain of events as they actually occur.
8	Layout and Spacing.
		DO NOT leave spaces in the middle of abbreviated titles and/or ranks, or Christian name initials.
		DO leave a space between the title and the name.
		DO place a comma after the name if there is a rank to follow,
			then one space,
			then the rank.
	(i.e.)	R.Em.Kt. I.R. Souster, KCT, P.D.G.P.
		^ ^ ^ ^
	NOT	R. Em. Kt. I. R. Souster, K C T, P. D. G. P.
		^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^ ^
		The one exception to this rule is after lower case letters such as the 's' in G.M's B.B. There is no period (full stop), so leave one space after the 's'.
9.	Knight Commander of the Temple, Knight Grand Cross:-
		Nil periods (i.e.) KCT or GCT
10.	Dates.
		Check the dates, then check the dates, and when you have checked them, check them again.
		It is a good idea to use the ‘replace’ command on your spell checker. Get it to look for ‘2002’ and change to ‘2003’ (or whatever.....) this way you should get them all.
11.	Be consistent:-
	If you use a particular font or point size once in a given position, use the same font and point size every time you do the same function. Pay particular attention to the hymns.
12.	The Proof Read.
	When finished, proof read your work. Preferably print it out and then get someone else to proof it for you. A few minutes before final printing will return good dividends.